United States Office of Administration September
Environmental Protection and Resources 1991
Agency Management
Personal Property
Accountability System
User's Guide
Printed on Recycled Paper
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USER'S GUIDE
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
(PPAS)
September 1991
Prepared for:
U.S. Environmental Protection Agency
401 M Street, S.W.
Washington, DC 20460
Prepared by:
Computer Sciences Corporation
Applied Technology Division
6565 Arlington Boulevard
Falls Church, Virginia 22046
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TABLE OF CONTENTS
PAGE
Executive Summary ES-1
Purpose of this Document ES-1
Local PPAS ES-1
National PPAS ES-2
FOCUS ES-3
Contents of this Manual ES-4
Introduction 1
Local PPAS 1
National PPAS 2
Section 1. How to Start-Up the PPAS 1-1
1.1 System Components 1-1
1.1.1 Central Processing Unit 1-1
1.1.2 The Keyboard 1-1
1.1.3 Monitor, Printer, and Modem 1-5
1.1.4 Bernoulli Box Disk Drive 1-5
1.2 How to Operate the Hardware 1-6
1.2.1 Turning the System On and Off 1-6
1.2.2 Setting Up the Printer 1-6
1.3 Starting the PPAS System 1-7
1.4 Data Element Listing 1-8
Section 2. How to Add/Update/View Property Items 2-1
2.1 How to Enter Data in Add/Update Screen 2-1
2.2 How to Add/Update/View Property Items 2-2
2.2.1 Add New Records 2-3
2.2.2 Update/View Records 2-11
2.2.3 Add/View/Update Local Info 2-22
Section 3. How to Delete Property Items 3-1
3.1 Confirm and Delete Item 3-1
3.2 Print Local Deleted Records 3-3
Section 4. How to Excess/Surplus Property Items 4-1
4.1 Introduction 4-1
4.2 Mark Items as Excess Property 4-3
4.2.1 PPAS Decal Excess Confirmation Window 4-4
4.3 Add/Update Surplus Record Info 4-7
4.4 Unmark Items to Normal Status 4-8
4.5 Excess/Surplus Reports 4-9
iii
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TABLE OF CONTENTS f continued^
PAGE
Section 5. How to Transfer Property Items 5-1
5.1 Transfer Menu 5-2
5.2 Mark Records for Transfer to Another AA 5-3
5.3 Review Transferred Records to Your AA 5-6
5.4 Accept Transferred Records 5-7
5.5 Reject Transferred Records 5-9
Section 6. How to Query Property Items 6-1
6.1 Query Menu 6-1
6.2 Owned Property Query Sub-Menu 6-2
6.2.1 Owned Property Query - By Decal Number 6-3
6.2.2 Owned Property Query - By Major Decal Number 6-4
6.2.3 Owned Property Query - By DCN/Account Number 6-5
6.2.4 Owned Property Query - By Master Item Code 6-6
6.2.5 Owned Property Query - By Voucher Number 6-7
6.2.6 Owned Property Query - By Acquisition Document Number 6-8
6.2.7 Owned Property Query - By Manufacturer Name and/or
Model 6-9
6.2.8 Owned Property Query - By Contract Number 6-10
6.3 Leased Property Query Sub-Menu 6-11
6.4 Master Item Code Table Query Sub-Menu 6-12
6.4.1 Master Item Code Table Query - By Master Item Code
Nomenclature 6-13
6.4.2 Master Item Code Table Query - By Master Item Code
Number 6-14
6.5 Contract Table Query Sub-Menu 6-15
6.5.1 Contract Table Query - By Contract Number 6-16
6.5.2 Contract Table Query - By Contract Name 6-17
6.5.3 Contract Table Query - By Contract Officer 6-18
6.5.4 Contract Table Query - By Project Officer 6-19
Section 7. How to Generate Property Item Reports 7-1
7.1 The Report Menu 7-1
7.2 Accountable Area Reports 7-2
7.2.1 Generating Accountable Area Reports 7-2
7.3 Custodial Area Reports 7-3
7.3.1 Generating Custodial Area Reports 7-3
7.4 Miscellaneous Reports 7-4
7.4.1 Generating a Personal Property Custody Report 7-4
7.4.2 Generating a Dollar Value Summary Report 7-4
7.4.3 Generating a Range of Voucher Numbers Report 7-5
7.5 Master Item Code Table Reports 7-6
7.5.1 Generating Master Item Code Table Reports 7-6
iv
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TABLE OF CONTENTS (continued)
PAGE
Section 8. How to Use the Utilities 8-1
8.1 Introduction 8-1
8.2 Backup/Restore Data 8-2
8.2.1 Backup Data to Diskette/Bernoulli 8-3
8.2.2 Restore Data From Diskette/Bernoulli 8-5
8.3 Table Maintenance 8-7
8.3.1 Custodial Area Table 8-8
8.3.2 Contract Number Table ; 8-10
8.3.3 Master Item Code Vulnerability Table 8-12
8.3.4 Sensitive Item Employees Table 8-13
8.4 Maintenance/Repair 8-15
8.4.1 Adding a Maintenance/Repair Record 8-17
8.4.2 Updating a Maintenance/Repair Record 8-18
8.5 Inventory Process 8-19
8.5.1 Recording Property Items with a Barcode Reader 8-19
8.5.2 Transferring Data from the Barcode Reader to a Data
File 8-21
8.5.3 Comparing the Data File with the PPAS Database 8-23
8.6 Mass Changes 8-29
8.6.1 Custodial Area Mass Change 8-30
8.6.2 Contract Number Mass Change 8-31
8.6.3 Immediate Mass Changes 8-32
8.7 Rebuild PPAS Database 8-34
8.8 Format Diskette/Cartridge 8-37
8.8.1 Format Diskette in Drive A 8-37
8.8.2 Format Cartridge in Drive E 8-38
Section 9. How to Communicate with the National PPAS Mainframe .... 9-1
9.1 How to Upload to the National PPAS Mainframe 9-2
9.2 How to Download from the National PPAS Mainframe 9-8
9.3 Requesting Reports from the National PPAS Mainframe .... 9-16
9.4 Downloading the Master Item Code (MIC) Table 9-22
9.5 Scanning the Mainframe Database 9-26
9.5.1 Scanning Records 9-29
9.5.2 Printing Table Reports 9-30
9.6 Supplemental Information 9-31
9.6.1 If the System "Locks Up" 9-31
9.6.2 To Re-Connect to the National PPAS Mainframe 9-31
9.6.3 To View a News Alert 9-31
9.6.4 To Update Your Password 9-31
9.6.5 If Any Errors 9-32
v
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TABLE OF CONTENTS (continued^
PAGE
Section 10. How to Use Tabletalk 10-1
10.1 Introduction 10-1
10.2 Starting Tabletalk 10-1
10.3 Creating a Report 10-4
103.1 Select a Sort Order Action 10-6
10.3.2 Select Record Selection Conditions 10-8
1033 Select a Page Heading or Footing 10-12.
10.3.4 Select Execute, Save, or Clear Request 10*14
10.3.5 Select Type of Output 10-15
Appendix A List of Data Elements in Alphabetical Order by Data
Element Name A-l
Appendix B Report Samples B-l
Appendix C Troubleshooting C-l
Appendix D Glossary of Terms D-l
Appendix E PPAS Installation Procedures E-l
vi
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LIST OF FIGURES
FIGURE PAGE
ES-1 Interrelationship between Local PPAS and National PPAS ES-2
1-1 The Keyboard 1-2
1-2 The Numeric Keypad : 1-3
1-3 The Cursor Control Keys 1-4
1-4 Main Menu 1-7
2-1 Add/Update/View Records Menu 2-2
2-2 PPAS Decal Add - Mandatory Info Screen 1 2-3
2-3 Acquisition Codes Window 2-4
2-4 PPAS Decal Add - Mandatory Info Screen 2 2-5
2-5 PPAS Decal - Mandatory Info Screen 3 2-6
2-6 PPAS Optional Fields Screen 2-8
2-7 PPAS Decal Update/View - Mandatory Info Screen 1 2-12
2-8 Acquisition Codes Window 2-13
2-9 PPAS Update/View - Mandatory Info Screen 2 2-15
2-10 PPAS Decal - Mandatory Info Screen 3 2-17
2-11 PPAS Optional Fields Screen 2-19
2-12 PPAS Decal Local Fields Screen 2-22
3-1 Delete/Disposal Menu 3-1
3-2 PPAS Decal Delete Confirmation Window 3-2
3-3 Reasons For Deletion Window .. .3-3
4-1 Excess/Surplus Menu '. ! 4-2
4-2 PPAS Decal Excess Confirmation Window 4-3
4-3 PPAS Decal Surplus Confirmation Window 4-7
4-4 PPAS Decal Unmark Confirmation Window 4-8
4-5 Excess/Surplus Reports Menu 4-9
5-1 Transfer Menu 5-2
5-2 PPAS Decal Record Transfer Window 5-4
5-3 Accountable Areas Window 5-5
5-4 Transferred Record Review Options Menu 5-6
5-5 PPAS Accept Transfer Window 5-7
5-6 Custodial Area and Receiving Voucher Window 5-8
5-7 PPAS Transfer Reject Window 5-9
5-8 Acquisition Information Window 5-10
6-1 Query Menu 6-1
6-2 Owned Property Query Sub-Menu 6-2
6-3 Decal Number Query 6-3
6-4 Major Decal Number Query 6-4
6-5 DCN/Account Number Query 6-5
6-6 Master Item Code Query 6-6
6-7 Voucher Number Query 6-7
6-8 Acquisition Document Number Query 6-8
6-9 Manufacturer Name and/or Model Query 6-9
vii
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FIGURE
PAGE
6-10 Contract Number Query 6-10
6-11 Leased Property Query Sub-Menu 6-11
6-12 Master Item Code Table Sub-Menu 6-12
6-13 Master Item Code Nomenclature Query 6-13
6-14 Master Item Code Number Query 6-14
6-15 Contract Table Query. Sub-Menu 6-15
6-16 Contract Number Query 6-16
6-17 Contract Name Query 6-17
6-18 Contract Officer Query 6-18
6-19 Project Officer Query 6-19
7-1 Report Menu 7-1
7-2 Accountable Areas Report Sub-Menu 7-2
7-3 Custodial Areas Reports Sub-Menu 7-3
7-4 Miscellaneous Reports Sub-Menu 7-4
7-5 Master Item Code Table Sub-Menu 7-6
8-1 Utilities Menu 8-1
8-2 Backup/Restore Utility Sub-Menu 8-2
8-3 Backup Options Window 8-3
8-4 Restore Options Window 8-5
8-5 Table Maintenance Menu 8-7
8-6 Custodial Area - Add Window 8-8
8-7 Custodial Area - Update Window 8-9
8-8 Contract Number - Add Window . 8-10
8-9 Contract Number - Update Window 8-11
8-10 Master Item Code Vulnerability Window 8-12
8-11 Sensitive Item Employees - Add Window 8-13
8-12 Sensitive Item Employees - Update Window 8-14
8-13 Maintenance/Repair - Decal Number Window 8-15
8-14 Maintenance Date Window 8-16
8-15 Maintenance/Repair of Item - Add Window 8-17
8-16 Maintenance/Repair of Item - Update Window 8-18
8-17 Inventory Menu 8-23
8-18 Inventory Cycle Date Window 8-24
8-19 Inventory Date Reports Menu 8-26
8-20 Custodial Area Discrepancy Reconciliation Window 8-28
8-21 Mass Change Utility Menu 8-29
8-22 Mass Change Custodial Area Window 8-30
8-23 Mass Change - Contract Number Window 8-31
8-24 Mass Change - Master Item Code Window 8-33
8-25 Select Rebuild Destination Window 8-34
8-26 BackUp Warning Window 8-35
8-27 Enough Free Disk Space Window 8-36
8-28 PPAS Format Utility Sub-Menu 8-37
9-1 Communications Menu 9-2
9-2 Print PPAS Exception Report Window 9-3
viii
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FIGURE PAGE
9-3 PPAS Files Prepared for Uploading Window 9-4
9-4 If Any Errors Window 9-7
9-5 Communications Menu 9-8
9-6 Print PPAS Exception Report Window 9-9
9-7 PPAS Files Prepared for Uploading Window 9-10
9-8 PPAS Batch Report Menu 9-13
9-9 PPAS Excess/Surplus Report Menu 9-14
9-10 If Any Errors Window 9-15
9-11 PPAS Batch Report Menu 9-18
9-12 PPAS Excess/Surplus Report Menu 9-19
9-13 Did You Upload Data During This Session? Window 9-20
9-14 Download Information Window 9-21
9-15 Did You Upload Data During This Session? Window 9-24
9-16 Master Item Code Information Window 9-25
9-17 PPAS Scan Board 9-27
9-18 PPAS Scan System Menu 9-28
10-1 Initial TableTalk Screen 10-1
10-2 Second TableTalk Screen 10-2
10-3 Table Window (Bottom Window of TableTalk Screen) 10-5
10-4 Select a Sort Order Action Window 10-6
10-5 Select an Option When Sort Order Changes Window . . . 10-7
10-6 Any Record Selection Conditions? Window 10-8
10-7 Select a Relation Window 10-9
10-8 Enter a Value Window 10-10
10-9 Enter Your Additional Selection Criteria Window 10-11
10-10 Do You Want a Page HEADING or FOOTING? Window 10-12
10-11 Enter Your Text Window 10-13
10-12 Do You Want To Window 10-14
10-13 Type of Output Window 10-15
10-14 Example of a Report Page 10-16
ix
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Executive Summary
EXECUTIVE SUMMARY
Purpose of this Document
This manual describes how to use the Personal Property Accountability System
(PPAS). The PPAS was developed for the United States Environmental Protection
Agency (EPA), Office of Property Management within the Facilities Management
and Services Division. The PPAS has both a local and a national level.
The Local PPAS is used by Personal Property staff for their
accountable areas.
The National PPAS is used to contain the appropriate agency-wide
property data.
This document explains the operation of both levels of the PPAS as well as their
interrelationship.
Local PPAS
The Local PPAS is used by Personal Property staff to add, update, and delete
property items within the EPA Personal Property database. The Local PPAS allows
users to:
Excess property items.
Transfer property items to or accept property items from other
accountable areas.
Query (produce a report directly on the screen or print it).
Produce a hardcopy report.
Backup and restore the database.
Maintain various system tables.
Perform the inventory function.
Mass change various records.
Upload/download various data to and from the National PPAS.
Produce ad hoc reports with FOCUS TableTalk.
The Local PPAS is designed for any IBM compatible personal computer with any
IBM compatible printer. A monochrome monitor may be used, but a color monitor
allows a user to see system error messages clearly and is highly recommended. A
Bernoulli external disk drive, because of its high mass storage capacities, may be used
for backups.
All data associated with a particular accountable area will be contained on that
accountable area's Local PPAS. If a Property Office has more than one accountable
area, the Property Office will operate more than one Local PPAS: by using more
than one Bernoulli cartridge, by partitioning separate hard drives on a PQ or by
using more than one PC. Note that the accountable area is hard-coded for a
particular Local PPAS at installation, due to security considerations.
The Local PPAS can accommodate either owned or leased records, or a combination
of both. The Local PPAS can also accommodate contractor-held property. EPA
currently maintains contractor-held property in separate accountable areas. The
PPAS, however, does not require contractor-held property be segregated in the
system.
ES-1
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Executive Summary
The Local PPAS contains accountable-area property item data in its own database.
All tables (including the Custodial Area table, the Contract Number table, the
Master Item Code Vulnerability table, and the Sensitive Item Employees table) are
maintained by the Local PPAS user by the table maintenance function. These tables
contain Local PPAS-specific information, such as the Custodial Area officer
associated with a Custodial Area Code.
When a user operates the Local PPAS, any records management activity (such as
adding a property item, updating a property item, or deleting a property item) is
stored in the Local PPAS. Wnen the user completes the record management
function, the Local PPAS uploads mandatory property-item data elements to the
EPA National Computer Center (NCC) IBM mainframe computer via a dial-up and
the FOCUS Link Communications Program or a 3270 type connection.
National PPAS
Figure ES-1 shows the interrelationship of the Local PPAS and the National PPAS.
IBM-COMPATIBLE PC HARDWARE
640K Memory (2 MB optional)
Hard Disk
Bernoulli box (optional)
Modem or 3270 type connection
Printer
PC SOFTWARE
FOCUS Version 5.5
REGIONAL
LOCATIONS)
NATIONAL
DATA
TRANSFER
IBM-PC
HARD
DISK
ORAGE
STORAGE REQUIREMENTS
PC FOCUS
Application Program (PPAS)
Master Item Code Table
Master Item Records
20 MB storage dedicated to
PPAS (40 MB recommended
LOCAL REPORTS
Figure ES-1 Interrelationship between Local PPAS and National PPAS
The National PPAS contains all property-item data elements that are mandatory for
national reporting and accounting or property as well as the national (official) Master
Item Code (MIC) table. Data from each Local PPAS is uploaded so that the records
management activity of the Local PPAS accountable area can be applied to the
National PPAS.
ES-2
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Executive Summary
The National PPAS gives the Headquarters National Property Office the ability to:
Add or update particular records in the National PPAS database.
Delete particular records in the National PPAS database.
Produce query reports online.
Produce hardcopy standard reports.
Use FOCUS TaoleTalk for aa hoc report and query production.
All Local PPAS users can log-on to the National PPAS to upload the following:
Data modified at the Local PPAS.
Records to be transferred to another accountable area.
Records marked and unmarked for excess.
Records for surplus report numbers.
and to download:
Records transferred from another accountable area.
New versions of the Master Item Code (MIC) table.
Records for excess and surplus items.
FOCUS
The PPAS uses the FOCUS 5.5 database management system and is completely
interactive. A user does not need knowledge of FOCU5 to operate the system.
FOCUS is transparent to the user, who works with menus and prompts.
FOCUS is a comprehensive-information-control system. It contains facilities for
describing files, both simple files and complex interconnected files; for entering,
changing, and deleting records in the files; and for preparing reports from the
information in the files.
FOCUS controls an entire application and reduces the need for, or replaces,
computer programming. The system is structured so that it can be used by non-
programmers as well as programmers. The rules in FOCUS are logical ana avoid
cryptic, computer-inspired notations.
FOCUS is an English-language, non-procedural, fourth-generation software tool. A
user can handle all parts ot a data-processing problem without being an expert
programmer. This capability is the primary reason for the popularity of "fourth
generation" computer languages. The fourth generation is characterized by languages
that are easy to use.
FOCUS programming will:
Report from files created by other software.
Build files from scratch.
Allow the user to add, change, or delete records.
Create any query or report simply by utilizing the TableTalk functioa
FOCUS allows you to handle all the aspects of a computer application with one
language and one set of rules.
ES-3
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Executive Summary
Contents of this Manual
This manual is organized as follows:
SECTION 1
SECTION 2
SECTION 3
SECTION 4
SECTION 5
SECTION 6
SECTION 7
SECTION 8
SECTION 9
SECTION 10
HOW TO START-UP THE PPAS describes the hardware
components of the system, how to initialize and operate them,
and now to initiate the PPAS system.
HOW TO ADD/UPDATE/VIEW PROPERTY ITEMS
describes how the Local PPAS user adds, updates, or views
property items.
HOW TO DELETE PROPERTY ITEMS describes how the
Local PPAS user deletes property items.
HOW TO EXCESS/SURPLUS PROPERTY ITEMS describes
how to use the excess/surplus function.
HOW TO TRANSFER PROPERTY ITEMS describes how the
Local PPAS user marks records for transfer, reviews transferred
records, accepts transferred records, and rejects transferred
records.
HOW TO QUERY PROPERTY ITEMS describes how to
query the PPAS database and view a report on the monitor
using specific criteria.
HOW TO GENERATE REPORTS describes how to generate
reports in the Local PPAS.
HOW TO USE UTILITIES describes how the Local PPAS user
performs backup of data, restores data, maintains table files,
records maintenance and repair history, uses a Barcode reader
and carries out the inventoi^ process, performs mass changes,
rebuilds the PPAS database, and formats diskettes or cartridges.
HOW TO COMMUNICATE WITH THE NATIONAL PPAS
MAINFRAME describes how to upload to, download from, ask
for reports, and get the Master Item Code table from the
National PPAS.
HOW TO USE TABLETALK describes how to use TableTalk
to produce ad hoc reports.
ES-4
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Introduction
EDUCTION
Local PPAS
The Local PPAS is used by Personal Property staff to add, update, and delete
property items within a particular accountable area personal property database. The
Local PPAS allows users to:
Excess property items.
Transfer property items to or accept property items from other
accountable areas.
Produce queries (obtain information on the screen).
Produce hardcopy reports.
Backup and restore the database.
Maintain various system tables.
Perform the inventory function.
Mass change various records.
Upload and download various data to or from the National PPAS.
Produce ad hoc reports with FOCUS TableTalk.
All data associated with a particular accountable area is contained on that
accountable area's Local PPA5. The Local PPAS can accommodate either owned
or leased records, or a combination of both. Accountable area records associated
with contractor-held property are maintained in separate Local PPAS databases.
The Local PPAS contains the following:
Accountable area property item data.
Custodial Area table.
Contract Number table.
Master Item Code Vulnerability table.
Sensitive Item Employees table.
These tables contain Local PPAS-specific information such as the Custodial Area
Officer associated with a Custodial Area Code. The user maintains tables through
the table maintenance functions. When a user operates the Local PPAS, any record
management function (such as adding, updating, or deleting a property item) is
storea in the Local PPAS. When tne Local PPAS user completes the record
management function, the Local PPAS uploads mandatory property-item data
elements to the EPA National Computer Center (NCC) IBM mainframe computer
via a dial-up line and the FOCUS Link Communications Program or a 3270 type
connection.
Various sections of this manual explain each function within the Local PPAS.
1
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Introduction
National PPAS
The National PPAS contains all propertyritem data elements that are mandatory for
national reporting or accounting of property and the national (official) Master Item
Code (MIC) table. Data from eacn Local PPAS is uploaded so that the records
management function of the Local PPAS accountable area is applied to the National
PPAS! The National PPAS gives the Headquarters National Property Office the
ability to:
Add or update particular records in the National PPAS database.
Delete particular records in the National PPAS database.
Produce querys on-line.
Produce hardcopy standard reports.
Use FOCUS TableTalk for ad hoc report and query production.
All Local PPAS users will be able to log-on to the National PPAS to upload the
following:
Data modified at the Local PPAS.
Records to be transferred to another accountable area.
Records marked and unmarked for excess.
Records for surplus report numbers,
and to download:
Records being transferred from another accountable area.
New versions of the Master Item Code (MIC) table.
Records for excess and surplus items.
2
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How to Start-Up the PPAS
SECTION 1. HOW TO START-UP THE PPAS
1.1 SYSTEM COMPONENTS
You use the Local PPAS on a standard IBM compatible PC and peripheral
components. The PPAS requires the following components:
IBM compatible PC with 640,000 bytes (2 megabytes optional) of
Random Access Memory.
Hard Disk.
Keyboard.
Dot matrix or laser printer.
Color monitor (monochrome optional).
Modem (or 3270 type connection).
FOCUS Version 5.5.
CrossTalk XVI.
Bernoulli Box (optional).
You must understand the proper operation of these devices in order to obtain
maximum benefit from the Local PPAS. This section describes the system
components and the procedures that must be used to operate them.
1.1.1 Central Processing Unit
The main component of the computer system is the Central Processing Unit (CPU).
It accomplishes all the processing and controlling operations for the PPAS System
through a set of instructions called a program. The CPU stores data on either the
hard disk drive or an attached storage device (Bernoulli box). You may also use the
diskette drives to backup or restore the data in the system.
1.1.2 The Keyboard
The keyboard consists of a minimum of 84 keys arranged into three sections (see
Figure 1-1 on the following page):
Typewriter area
Numeric keypad
Function keys
All keys are typematic, that is, they will repeat as long as they are held down.
1-1
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How to Start-Up the PPAS
FUNCTION
KEYS
TYPEWRITER KEYS
¦
MM
BS
Mm
SS
SHkPT
Figure 1-1 The Keyboard
OCX.
SSL
.OCX
KEY PAD
1.1.2.1 The Typewriter Area
Key positions in the typewriter area of the keyboard are much like those of a
standard typewriter. Some of the keys, however, are of significance in the operation
of the PPAS. These include:
[ENTER] (RETURN) key - Used to signify the end of a data
transaction or to execute a command.
[TAB] key - Used to move from one present location to another
during the data entry process.
SHIFT] key - Changes the typewriter area into uppercase mode. The
ceyboard has two [SHIFT] keys. Use the [SHIFT] keys to capitalize
etters and to type the characters shown on the upper portion of the
Keys.
[BACKSPACE] key - Erases the character to the left of the cursor.
SPACE bar - Moves the cursor one place to the right, replacing a
character with a blank.
Note that the [ALT] and [PRTSC] keys are not used by the PPAS and should not be
pressed by the user.
CAUTION: WHEN ENTERING DATA INTO THE SYSTEM, BE AWARE
THAT THE NUMBER "0" AND THE LETTER "O" AS WELL AS THE NUMBER
"1" AND THE LOWERCASE "L" ARE NOT INTERCHANGEABLE.
1-2
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How to Start-Up the PPAS
1.1.2.2 The Numeric Keypad
Some users may find that the numeric keypad (Figure 1-2), is more convenient for
entering numeric data (e.g., dates) than the keys in the typewriter area.
ESCAPE
NUMERIC LOCK SCROLL LOCK
I
INSERT DELETE
E3EI
1 S«J "
7
T
I s
a
y
i
'
1 >
«
SYSTEM
'PRINT SCREEN
' MINUS
' PLUS
Figure 1-2 The Numeric Keypad
Pressing the [NUM LOCK] key once places keys 0 through 9 on the numeric keypad
in the numeric state. That is, when keys 0 through 9 are pressed, the corresponding
numbers appear on the screen.
1-3
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How to Start-Up the PPAS
Pressing the [NUM LOCK] key again returns keys 0 through 9 to cursor control keys,
(Figure 1-3).
CURSOR UP
HOME
CURSOR LEFT
END
*
7
7
Horn#
I
s
*
7
3
PgDn
c
PAGE UP
CURSOR RIGHT
PAGE DOWN
CURSOR DOWN
Figure 1-3 The Cursor Control Keys
Additional keys in the Numeric keypad area that are used by the PPAS are:
[INS] Key - used to insert characters into the middle of a line.
Pressing the [INS] key once places the PPAS in insert mode. Any
characters entered from that point on are inserted at the current
position of the cursor. Pressing the [INS] key again places the PPAS
Back into normal mode, that is, any characters will overwrite at the
current cursor position.
[DEL] key - used to delete the character at the current cursor position.
[-][-][t][i] keys - used to position the cursor within a field, usually to
use one of the editing keys (i.e., [BACKSPACE], [INS] and [DEL]).
1.1.2.3 The Function Keys
The function keys are contained on the left side of the keyboard (Figure 1-1) or
along the top. These keys are assigned specific functions by FOCUS and the
programmer.
NOTE: You should always pay attention to the Command Status Line at the bottom
of your screen to see which keys are valid entries at any given moment. Pressing the
wrong function key can cause inaccuracies in your data entry.
1-4
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How to Start-Up the PPAS
1.13 Monitor. Printer, and Modem
The PPAS utilizes a color video display monitor for ease in viewing. Monochrome
monitors will work, but they do not display system error messages in an easy-to-read
manner.
The PPAS System uses either a dot matrix or laser printer. Read the User Guide
provided with the printer for further details.
A modem may be used by the PC when uploading or downloading data. The modem
uses commercial telephone lines to transmit aata to and receive data from the
mainframe.
1.1.4 Bernoulli Box Disk Drive
A 20 Megabyte Bernoulli Box mass storage device may be used to store PPAS data.
Each accountable area backup should be stored on a single Bernoulli cartridge. The
ease of storing and accessing large volumes of data make the Bernoulli Box a useful
addition to the PPAS system.
The Bernoulli Box is a high performance, removable media device. As with any such
device, it may be exposed to dust or contamination. To maintain the maximum
performance from your subsystem, some simple disk handling procedures should be
followed. These simple steps will extend the life of your cartridges and allow the
highest possible performance from your subsystem.
Remove IOMEGA cartridge disks from the drive whenever the
IOMEGA box is turned off.
Return IOMEGA cartridge disks to their sleeves (front edge inserted
first) when not in use.
Remove IOMEGA cartridge disks from the drive if the drive will not
be used for an extended period of time (more than 4 hours).
Clean the read/write heads every 50 hours (approximately).
If you notice slower response time, or your system reports data errors from your
cartridges, you should clean the read/write neads. If the problem persists, the
cartridge disk may be defective or worn out (see your Bernoulli Box User's Manual
for more information).
A read/write head cleaning kit is included to ensure that you receive the best
performance from your Bernoulli Box. Instructions for the use of the squeeze bottle
follow:
1. Hold the disk wiper pad flat.
2. Gently squeeze the cleaning solution onto the pad until it is damp, but not
saturated.
3. Insert the cleaning cartridge into the drive immediately.
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How to Start-Up the PPAS
1.2 HOW TO OPERATE THE HARDWARE
1.2.1 Turning the System On And Off
When you turn on your equipment, turn on the printer first, then the Bernoulli Box
(if present), the monitor, then the CPU. Reverse the order when turning the
equipment off.
After the computer is turned on, it performs a series of testing and initialization
activities before it is ready to be used by the PPAS. During this boot-up procedure,
the computer beeps and a number of messages are displayed on the video display
device. You can ignore these messages unless the system fails. If the system fails,
turn off the machine, leave it off for about two minutes, and try again. If it still fails,
write down the system messages, and consult the appropriate personnel.
If the computer and its peripheral devices are plugged into a switched receptacle
strip (whicn may in turn be plugged into a voltage surge suppressor), then all
equipment can be turned on and off simultaneously using tne switch on the
receptacle strip.
It is strongly recommended that you wait at least two minutes after turning the
computer power off before turning it back on again. This will allow the hard disk
drive to come to a full stop.
1.2.2 Setting Up the Printer
When you request reports, the system sends printing instructions and report
information to the printer. In order for the printer to operate properly, you should
check and verify the following items:
The printer is turned ON.
The on-line indicator light is ON.
The printer has sufficient paper or forms to meet the reporting
requirements of the session.
The paper is properly aligned and top-of-page set correctly.
When all of these requirements are satisfied, the printer is ready for use.
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How to Start-Up the PPAS
13 STARTING THE PPAS SYSTEM
In order to start the PPAS, see your Local PPAS System Administrator for the exact
procedure to follow. Different Local PPAS sites start PPAS differently.
Next, the Main Menu (Figure 1-4) appears on your screen.
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Main Menu
Add/Update/View Records
Delete/Dispdsat of Property
Excess/Surplus of Property
Transfer To/From Another AA
Query Menu
Reports Menu
Utilities Menu
Connunicat ions Menu
TabteTalk
Exit System
Figure 1-4 Main Menu
As you can see, the Main Menu displays ten options. Using the arrow keys, place
the "highlight over the desired option, then press [ENTER1. Or you may type the first
letter of tne first word of the option and press [ENTER]. (For example, you can
select Delete/Disposal of Property by typing "D\ then pressing [ENTER].)
NOTE: If your computer has 640K RAM memory, the date will appear in
MM/DD/YY format.- For example: July 4, 1991 becomes 07/04/91.
1-7
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How to Start-Up the PPAS
1.4 DATA ELEMENT LISTING
The Data Element Listing is in alphabetic sequence by Data Element Name and
includes all data elements in the local PPAS files/tables. The file/tables are:
PPAS.MAS - Master File - contains data concerning individual decal
numbers.
PPSENSTV.MAS - sensitive Item Table - stores additional information about
an items sensitivity.
PPITEM.MAS - Master Item Table - used to validate item codes and store
additional information on valid item codes.
PPCUST.MAS - Custodial Master Table - Used to validate custodial areas
and store additional information on valid custodial areas.
PPCONT.MAS - Contractor Master Table - holds additional information on
valid contractor numbers.
PPSURPLS.MAS - Surplus File - holds items marked for surplus.
PPDELETE.MAS - Deleted Decal File - history file for deleted decal data.
PPDUPLIC.MAS - Duplicate Decal File - used in barcode process for
duplicate records contained in the barcode reader (items inventoried more
than once).
PPMISMAT.MAS - Mismatched records file - Used in barcode process when
custodial areas differ.
PPOVERAG.MAS - Overage records file - used in barcode process for
records contained in barcode reader (inventoried) and not in PPAS.
PPTRANDN.MAS - Download transfer file - used to transfer data from the
mainframe to a PC.
PPTRANUP.MAS - Upload transfer file - used to transfer data from a PC
to the mainframe.
Refer to the PPAS Data Definition Dictionary for a detailed description of each data
element within a file/table. Data elements that are uploaded to tne mainframe are
stored on the National PPAS for agency-wide use. Data elements that are not
uploaded to the mainframe are for Local PPAS user convenience, and are to be used
in conjunction with the local PPAS property management functions.
1-8
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How to Add/Update/View Property Items
SECTION 2. HOW TO ADD/UPDATE/VIEW PROPERTY ITEMS
2.1 HOW TO ENTER DATA IN ADD/UPDATE SCREENS
When more than one field appears on a screen, press [TAB] to move the cursor to
the next field (DO NOT press [ENTER]). To move the cursor to the previous field,
press and hola the [SHIFT] key and press [TAB].
Any additional keys that you need are listed at the bottom of each screen. Be
careful when pressing these keys as an incorrect selection can have serious
consequences (tor example: you may lose the data you typed and have to re-enter it).
If you enter data incorrectly in a field, an error message may appear at the bottom
of the screen. The cursor will be placed at the first changeable field on the screen,
and you will be given an opportunity to correct the record.
2-1
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How to Add/Update/View Property Items
2.2 HOW TO ADD/UPDATE/VIEW PROPERTY ITEMS
To add, update,or view a property item in the Local PPAS, select the first option on
the Main Menu and press [ENTER]. The Add/Update/View Records Menu
appears (Figure 2-1).
PERSONAL PROPERTY ACCOUNTA8ILITr SYSTEM
Thursday July 4, 1991
Add/Update/View Records
Add Mew Records
Update/View Records
Add/Update/View Local Info
Return to Main Menu
Figure 2-1 Add/Update/View Records Menu
As you can see, this menu displays four options. Using the arrow keys, place the
highlight over the desired option, then press [ENTER]. Or you may type the first
letter of the first word of the option and press [ENTER]. (iFor example, you can
select Update/View Records by typing "U , then pressing [ENTER].)
2-2
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How to Add/Update/View Property Items
2.2.1 Add New Records
To add a property item, select the first option on the Add/Update/View Records
Menu ana press [ENTER]. Any property item, owned or leased, may be added
through this option. Next, a window appears asking for the Decal Number. Type the
Decaf Number of the item you are adding and press [ENTER]. The PPAS Decal
Add - Mandatory Info Screen 1 appears (Figure 2-2).
(NOTE: There are four possible screens used when you add a record.)
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday, July 4, 1991
PPAS Decal Add -
Mandatory Info Screen 1
A
Decal Nurber:
Account Area
U
Custodial Area :
Owned/Leased
A
Item Status
Acq. Date(MMODYY)
R
Voucher Nunber
Acq. Source
-
Master Itera Code :
Superfund Amount
Total Cost
Nomen:
C.A. Location:
User 1 ten Desc.:
Contract:
Enter Next Screen F1 - Acq. Codes F2 - New Decal F5 - Exit
F4 - Desc
Figure 2-2 PPAS Decal Add - Mandatory Info Screen 1
NOTE: If the decal already exists in the accountable area, the PPAS Decal
Update/View - Mandatory Info Screen 1 appears (see 2.2.2) with data present for the
various fields.
On this screen, you will enter data into eight fields. Error messages for any of the
data fields will be displayed at the bottom of the screen. You must correct them to
continue to the next screen.
Custodial Area: Type the Custodial Area.
Owned/Leased: Type "O" if the item is owned or "L" if the item is leased.
Acq. Date (MMDDYY): Type the date on which the property was acquired. Type
this in MMDDYY format (for example: July 4, 1991 becomes 070491).
Voucher Number: Type the voucher number. The voucher number is the local
reference number assigned for control purposes. Voucher numbers include (from the
left) the fiscal year, the accountable area code, and four digit control number.
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How to Add/Update/View Property Items
Acq. Source: Type the acquisition source from where the property was acquired.
Press [Fl] if you wish to see a list of these codes (Figure 2-3). If you view these
codes, press [ENTER] to return to the Mandatory Info Screen 1.
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Cecal Add - Mandatory Info Screen 1
Oecat Nurber:
Custodial Area
Item Status
Voucher Munber
Master
Account Area
Owned/Leased
Acq. Date(HMOOYY)
Acq. Source
Nonsen:
C.A. L
User I
Contra
Acquisition Codes
A - EXCESS OTHER FED. AGENCIES B -
C - GSA FEDSTRIP 0 -
E - OTHER MANDATORY SOURCE F -
G - OPEN MARKET PURCHASE H -
I - CONTRACTOR ACQUIRED J -
UNREQUIRED FROM EPA GRANTS
FEDERAL SUPPLY SCHEDULE
EPA CONTRACTS
PHYSICAL INVENTORY GAIN
MISCELLANEOUS ACQUISITION
Enter - Previous Screen
F2 - New Decat
F3 - Exit
Figure 2-3 Acquisition Codes Window
Master Item Code: Type the Master Item Code number.
User Item Desc.: Type a description of the item you are adding.
Contract: Type in the contract number if it applies to your accountable area.
NOTE:
[F2] Exits to the window that asks for the Oecal Number without saving data.
[F3] Exits to the Add/Update/View Records Menu without saving data.
[F4] To insert the custodial area location in the CA. Location field and the
Master Item Code nomenclature in the Nomen field.
2-4
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How to Add/Update/View Property Items
Press [ENTER] to go to the next screen. The PPAS Add - Mandatory Info Screen
2 appears (Figure 2-4).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
A
U
A
R
PPAS Decal Add Mandatory Info Screen 2
Decal Nurcber: Accnt Area: Custodial Area:
Acquisition Doc. #:
MANUFACTURER INFORMATION - None :
Model :
Serial :
Lease End Date(HMDDYY): Purchase Credits:
Enter - Next Screen F1 - Prev Screen fZ New Oecat F3 - Exit
Figure 2-4 PPAS Decal Add - Mandatory Info Screen 2
On this screen, you will enter data into six fields.
Acquisition Doc. #: Type the acquisition document number (purchase order
number). This information is found on the EPA Procurement Request/Order form.
Name: Type the name of the manufacturer of the item.
Model: Type the model of the item.
Serial: Type the serial number of the item.
Lease End Date: If the item is leased, type the date that the lease terminates or the
date payment actually stops for the item. Use MMDDYY format (for example: July
1, 1991 becomes 070491).
Purchase Credits: If the item is leased, type in the total dollar amount of Leased
Credits that have been accrued through tne date of the acquisition of the item.
The Lease End Date and Purchase Credits fields are used only for leased records
(where the first character of the Decal Number is A or L).
NOTE:
[Fl] Returns to the previous screen.
[F2] Exits to the window that asks for the Decal Number without saving data.
[F3] Exits to the Add/Update/View Records Menu without saving data.
2-5
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How to Add/Update/View Property Items
Press [ENTER] to go to the next screen. The PPAS Decal - Mandatory Info Screen
3 appears (Figure 2-5).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Decal - Mandatory Info Screen 3
Doc.Cont. Acct. or Obj. Sup.
Nunber Approp. Class Y/N
Dollar
Amount
Decal Nunber:
Account Area:
Custodial Area:
F2 - New Oecal F3 - Exit FA Hand. 1
F5 - Hand. 2 F7 Optional F9 - Sam 1-2 F10 - Save
Figure 2-5 PPAS Decal - Mandatory Info Screen 3
On this screen, you will enter accounting data into five fields. You may include up
to five lines of accounting data for a particular Decal Number. Each line shows one
source of funds. The additional lines are provided to accommodate for multiple
funding.
At least one line of accounting data is required for a property item. The accounting
data should be entered on consecutive lines. For example, if two lines of accounting
data are needed, enter them in the first two lines, not tne first and third. If only one
accounting line is needed, it should go in the first accounting line.
No fields can be left blank. If the document control number (Doc. Cont. Number)
is unknown, t)pe "DCN". The document control number is the information generally
found on a Purchase Order to denote the funding office and funding official
approving the Purchase Order. If the account or appropriation number (Acct. or
Approp.) is unknown type "ACCOUNT'. If the object class code (Obj. Class) is
unknown, type "3100". The object class code identifies the type of spending action
associated with an item. Superfund (Sup.) is "Y" if the account is Superfund or "N"
if it is not. The Dollar Amount cannot be zero or blank.
WARNING: TO SAVE THE DATA YOU HAVE TYPED IN THE MANDATORY
INFO SCREENS 1, 2, AND 3, YOU MUST PRESS [F10] AT THIS SCREEN (OR
AT THE PPAS OPTIONAL FIELDS SCREEN IF YOU USE THAT SCREEN).
OTHERWISE ALL DATA WILL BE LOST.
However, you may go back and forth within the Mandatory Info screens and the
Optional Fields Screen without losing data. Just do not press [F2] or [F3] until you
have saved the data by pressing [F10].
2-6
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How to Add/Update/View Property hems
NOTE: The following feature is available only if your computer has 2 MB RAM.
(The date at the top of your screen is not in MM/DD/YY format.)
Pressing [F9] allows you to retain the data you have entered in the Mandatory Info
screens 1 and 2 and use it for a new Decal Number. You may want to do this if you
are adding many Decal Numbers that contain similar data. For example: You wish
to add ten items for the same Custodial Area that differ only in their serial numbers.
You enter in all information for the first item, press [F10] to save, then press [F9].
You are returned to the window that asks the Decal Number. Type in the new
Decal Number. When the Mandatory Info screens 1 and 2 appear, they have the
data you typed for the last Decal Number. For this example, you woula simply go
to Mandatory Info Screen 2, change the serial number, and continue on to
Mandatory Info Screen 3 (and the Optional Fields Screen if desired). You must, of
course, also press [F10] to save, then [F9] again to save Mandatory Info screens 1
and 2 for the next new Decal Number.
NOTE:
[F2] Exits to the window that asks for the Decal Number without saving data.
[F3] Exits to the Add/Update/View Records Menu without saving data.
[F4] Returns to the PPAS Decal Add - Mandatory Info Screen 1.
[F5] Returns to the PPAS Decal Add - Mandatory Info Screen 2.
[F7] Goes to the PPAS Optional Fields Screen.
[F9] Exits to the window that asks for the Decal Number but saves the data from
the Mandatory Info Screens 1 and 2 for use with the next new Decal Number.
[F10] Saves all data on the Mandatory Info Screens I, 2, and 3.
2-7
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How to Add/Update/View Property Items
If you want to use the PPAS Optional Fields screen (Figure 2-6), press [F7].
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Optional Fields
A Decal Nurber: i
U
A Inventory Date(MMDDYY):
R Reconciliation Date(MHDDYY)
Account Area:
Custodial Area:
Room Nurber
Current Location:
Usage Code:
Previous Location
GSA Condition Code
Employee 10
Major Decal
Remarks:
F2 - New Decal
F5 - Mand. 2
F3 - Exit
F6 Mand. 3
F4 * Mand. 1
F9 Same 1-2
F10 - Save
Figure 2-6 PPAS Optional Fields Screen
This screen has ten optional fields you may enter data in.
Inventory Date(MMDDYY): Type the inventory start date for the item in
MMDDYY format (for example: July 4, 1991 becomes 070491).
Reconciliation Date(MMDDYY): Type the date the item was reconciled in
conjunction with the current inventory. This date must be the same or later than the
inventory start date. Type this date in MMDDYY format.
Room Number: Type the room number where the item is located.
Current Location: Type any further identifying information on the location of the
item.
Previous Location: Type any previous location of the item.
Usage Code: Type the Usage Code. The Usage Code is the code applicable to
laboratory and research equipment only and is used in conjunction witn inspection
tours to identify idle and unneeded laboratory and research equipment. See note on
next page.
GSA Condition Code: Type the Condition Code of the item. For a listing of
Condition codes, see 4.2.1.
Employee ID: Employee identification number assigned to a sensitive item of
property.
Major Decal: Type the Major Decal number if the item has one. The Major Decal
Number is the Decal Number assigned to the principal item of equipment that has
more than one separately decaled items as parts.
2-8
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How to Add/Update/View Property Items
Remarks: Type any remarks you have about this item.
NOTE: The Usage Codes are two characters:
First Character:
1 = Used two or more times a week.
2 = Used only once a week.
3 = Used less than once per week but at least two or more times a month.
4 = Used only once per month.
Second Character:
A = Equipment is used continuously for several weeks then is left practically idle
for snort or long periods due to changed mission; data from project is being
analyzed; state-of-the-art updated; seasonal as use; or delayed support services;
etc.
B = Dedicated equipment or equipment that is modified to perform one or more
specific tasks or functions. This equipment is unshareable as long as specific
tasks are being performed.
C = Heavy or delicate equipment which cannot be easily moved.
D = Sophisticated instrumentation requiring highly trained skilled operators.
E = Old or outdated equipment stored for possible future use (i.e., historical
instrument comparability study).
F = Potentially shareable equipment.
G = Backup units for on-line equipment to minimize down-time of a major system.
H = Special equipment used to calibrate or used as a primary developmental
instrument to identify specific characteristics of systems of interest.
I = Special justification has been provided laboratory director by memo on need
for equipment.
J = Prototype equipment designed for specific tasks.
K = Equipment which is being held for priority use in field studies.
2-9
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How to Add/Update/View Property Items
WARNING: TO SAVE THE DATA YOU HAVE TYPED IN THE MANDATORY
INFO SCREENS 1, 2, 3, AND THE OPTIONAL FIELDS SCREEN, YOU MUST
PRESS [FlO]. OTHERWISE ALL DATA WILL BE LOST.
IF YOU ALREADY PRESSED [F10] AT THE MANDATORY INFO SCREEN 3,
THE DATA IN THE MANDATORY INFO SCREENS 1, 2, AND 3 ARE SAVED.
HOWEVER, YOU MUST STILL PRESS [F10] AT THIS SCREEN TO SAVE THE
OPTIONAL FIELDS SCREEN.
However, you may go back and forth within the Mandatory Info screens and the
Optional Fields Screen without losing data. Just do not press [F2] or [F3] until you
have saved the data by pressing [FlO] at the Optional Fields Screen.
NOTE: The following feature is available only if your computer has 2 MB RAM.
(The date at the top of your screen is not in MM/DD/YY format.)
Pressing [F9] allows you to retain the data you have entered in the Mandat
-------
How to Add/Update/View Property Items
2.2.2 Update/View Records
WARNING: If the decal record is updated (except for leased property) so that it
becomes non-accountable by changing the dollar value to less than $1,000, then the
National PPAS will have the original value of the accountable record while the Local
PPAS will have the updated record as non-accountable. The changes will not be
uploaded to the National PPAS system because of the dollar value threshold. The
correct way to make this type of update is as follows:
Mark the unchanged record for deletion and state the reason for deletion as
"INVENTORY DECREASE".
Add the record into the local PPAS System with the new non-accountable
values.
2-11
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How to Add/Update/View Property Items
To update or view a property item that already exists, select the second option on the
Add/Update/View Records Menu and press [ENTER]. Some changes can also be
made using the Mass Change function (see 8.6). Any property item, owned or
leased, may be updated or viewed througn this option.
Next, a window appears asking for the Decal Number. Type the Decal Number of
the item you are updating or viewing and press [ENTER1. The PPAS Decal
Update/View - Mandatory Info Screen 1 appears (Figure 2-7).
(NOTE: There are four possible screens used when you update or view a record.)
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Cecal Update/View -
Mandatory Info Screen 1
A
Cecal Number:
Account Area
U
Custodial Area :
Owned/Leased
A
Item Status :
Acq. Oate(MMDDYY)
R
Voucher Nurber
Acq. Source
Hester I tew Code :
Superfund Amount
Total Cost
Nonen:
C.A. Location:
User I tern Desc.:
Contract:
F1 - Codes F2 - Mew Decal F3 - Exit F4 - Desc
F5 Hand. 2 F6 Hand. 3 F7 - Optional F9 - Same 1-2 F10 - Save
Figure 2-7 PPAS Decal Update/View - Mandatory Info Screen 1
On this screen, you may update or view data in eight fields. Error messages for any
of the data fields will be displayed at the bottom of the screen if you update. You
must correct them to continue.
Custodial Area: Type the Custodial Area.
Owned/Leased: Type "O" if the item is owned or "L" if the item is leased.
Acq. Date (MMDDYY): Type the date on which the property was acquired. Type
this in MMDDYY format (for example: July 4, 1991 becomes 070491).
Voucher Number: Type the voucher number. The voucher number is the local
reference number assigned for control purposes. Voucher numbers include (from the
left) the fiscal year, the accountable area code, and four digit control number.
2-12
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How to Add/Update/View Property Items
Acq. Source: Type the acquisition source from where the property was acquired.
Press [Fl] if you wish to see a list of these codes (Figure 2-3). If you view these
codes, press [ENTER] to return to the Mandatory Info Screen 1.
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991'.
PPAS Decal Update/View -
Mandatory Info Screen 1
A
Decal Member:
Account Area :
U
Custodial Area :
Owned/Leased : ':
A
Item Status :
Acq. Date(MMDDYY):
R
Voucher Nwtoer :
Acq. Source : g
Master
Acquisition Codes
Nomen:
A EXCESS OTHER FED. AGENCIES B - UNREQUIRED FROM EPA GRANTS
C.A. L
C - GSA FEOSTRIP
0 - FEDERAL SUPPLY SCHEDULE
User I
E - OTHER HANDATORY SOURCE
F - EPA CONTRACTS
G - OPEN MARKET PURCHASE
H - PHYSICAL INVENTORY GAIN
Contra
t - CONTRACTOR ACQUIRED
J - MISCELLANEOUS ACQUISITION
Enter - Previous Screen F2 - Mew Decal F3 - Exit
Figure 2-8 Acquisition Codes Window
Master Item Code: Type the Master Item Code number.
User Item Desc: Type a description of the item you are adding.
Contract: Type in the contract number if it applies to your accountable area.
WARNING: TO SAVE THE CHANGES YOU HAVE MADE IN THE MANDATORY
INFO SCREEN 1, YOU MUST PRESS [F10] BEFORE YOU PRESS [F2], [F3], OR
[F9]). OTHERWISE ALL CHANGES WILL BE LOST.
However, you may go back and forth within the Mandatory Info screens and the
Optional Fields Screen without losing changes. (WARNING: IF YOUR
COMPUTER HAS 640K RAM (THE DATE AT THE TOP OF THE SCREEN IS IN
MM/DD/YY FORMAT), YOU MUST SAVE AT EACH SCREEN BY PRESSING
[F10].)
NOTE: The following feature is available only if your computer has 2 MB RAM.
(The date at the top of your screen is not in MM/DD/YY format.)
Pressing [F9] allows you to retain the data you have in the Mandatory Info screens
1 and 2 and use it for a new Decal Number. You may want to do this if you are
adding many Decal Numbers that contain similar data to the Decal Number you are
updating. For example: You want to add ten items that have the same data as the
current Decal Number and differ only in their serial number. You update all
information for the present Decal Number, press [F10] to save, then press [F9], You
are returned to the window that asks for the Decal Number. Type in the new Decal
Number. When the Mandatory Info screens 1 and 2 appear, they have the data you
t>ped for the last Decal Number. For this example, you would simply go to
Mandatory Info Screen 2, change the serial number, and continue on to Mandatory
Info Screen 3 (and the Optional Fields Screen if desired). You must, of course, also
2-13
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How to Add/Update/View Property Items
press [F101 to save, then [F9] again to save Mandatory Info screens 1 and 2 for the
next new Decal Number.
NOTE:
[Fl] Lists the acquisition codes.
[F2] Exits to the window that asks for the Decal Number without saving changes.
[F3] Exits to the Add/Update/View Records Menu without saving changes.
[F4] To insert the custodial area location in the C.A. Location Held and the
Master Item Code nomenclature in the Nomen field.
[F5] Goes to the PPAS Decal Update/View - Mandatory Info Screen 2.
[F6] Goes to the PPAS Decal - Mandatory Info Screen 3.
[F7] Goes to the PPAS Optional Fields Screen.
[F9] Exits to the window that asks for the Decal Number but saves the Mandatoiy
Info Screens 1 and 2 for use with the next new Decal Number.
[F10] Saves all changes on the Mandatory Info Screens 1,2, 3 and Optional Fields
Screen.
2-14
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How to Add/Update/View Property Items
Press [ENTER] to go to the next screen. The PPAS Update/View - Mandatory Info
Screen 2 appears (Figure 2-9).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Decal Update/View - Mandatory Info Screen 2
Decal Nuifcer:
Accnt Area: Custodial Area:
Acquisition Doc. #:
MANUFACTURER INFORMATION
Name :
Model : :
Serial : :
Lease End Date(HMDDYY):
Purchase Credits:
F2 New Decal F3 Exit F4 Hand. 1
F6 - Hand. 3 F7 - Optional F9 - Sane 1-2 F10 - Save
Figure 2-9 PPAS Update/View - Mandatory Info Screen 2
On this screen, you may update or view data in six fields.
Acquisition Doc. #: Type the acquisition document number (purchase order
number). This information is found on the EPA Procurement Request/Order form.
Name: Type the name of the manufacturer of the item.
Model: Type the model of the item.
Serial: Type the serial number of the item.
Lease End Date: If the item is leased, type the date that the lease terminates or the
date payment actually stops for the item. Use MMDDYY format (for example: July
1, 1991 becomes 070491).
Purchase Credits: If the item is leased, type in the total dollar amount of Leased
Credits that have been accrued through tne date of the acquisition of the item.
The Lease End Date and Purchase Credits fields are used only for leased records
(where the first character of the Decal Number is A or L).
WARNING: TO SAVE THE CHANGES YOU HAVE MADE IN THE MANDATORY
INFO SCREEN 2, YOU MUST PRESS [F10] BEFORE YOU PRESS [F2], [F3], OR
[F9]). OTHERWISE ALL CHANGES WILL BE LOST.
However, you may go back and forth within the Mandatory Info screens and the
Optional Fields Screen without losing changes. (WARNING: IF YOUR COMPUTER
HAS 640K RAM (THE DATE AT THE TOP OF THE SCREEN IS IN MM/DD/YY
FORMAT), YOU MUST SAVE AT EACH SCREEN BY PRESSING [F10].)
2-15
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How to Add/Update/View Property Items
NOTE: The following feature is available only if your computer has 2 MB RAM.
(The date at the top of your screen is not in MM/DD/YY format.)
Pressing [F9] allows you to retain the data you have in the Mandatory Info screens
1 and 2 and use it for a new Decal Number. You may want to do this if you are
adding many Decal Numbers that contain similar data to the Decal Number you are
updating. For example: You want to add ten items that have the same data as the
current Decal Number and differ only in their serial number. You update all
information for the present Decal Number, press [F10] to save, then press [F9]. You
are returned to the window that asks for the Decal Number. Type in the new Decal
Number. When the Mandatory Info screens 1 and 2 appear, they have the data you
typed for the last Decal Number. For this example, you would simply go to
Mandatory Info Screen 2, change the serial number, and continue on to Mandatory
Info Screen 3 (and the Optional Fields Screen if desired). You must, of course, also
press [F101 to save, then [F9] again to save Mandatory Info screens 1 and 2 for the
next new Decal Number.
NOTE:
[F2] Exits to the window that asks for the Decal Number without saving changes.
[F3] Exits to the Add/Update/View Records Menu without saving changes.
[F4] Returns to the PPAS Decal Update/View - Mandatory Info Screen 1.
[F6] Goes to the PPAS Decal - Mandatory Info Screen 3.
[F7] Goes to the PPAS Optional Fields Screen.
[F9] Exits to the window that asks for the Decal Number but saves the Mandatory
Info Screens 1 and 2 for use with the next new Decal Number.
[F10] Saves all changes on the Mandator Info Screens 1,2,3 and Optional Fields
Screen.
2-16
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How to Add/Update/View Property Items
Press [ENTER] to go to the next screen. The PPAS Decal - Mandatory Info Screen
3 appears (Figure 2-10).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Decal - Mandatory Info Screen 3
A
Doc.Cont. Acct. or Obj. Sup.
Dollar
U
Nurber Approp. Class Y/N
Amount
A
R
Decal Number:
Account Area:
Custodial Area:
F2 - New Cecal F3 - Exit F4 - Hand. 1
F5 - Hand. 2 F7 - Optional F9 - Same 1-2 F10 - Save
Figure 2-10 PPAS Decal - Mandatory Info Screen 3
On this screen, you may update or view accounting data in five fields. You may
include up to five lines of accounting data for a particular Decal Number. Each line
shows one source of funds. The additional lines are provided to accommodate for
multiple funding.
At least one line of accounting data is required for a property item. The accounting
data should be entered on consecutive lines. For example, if two lines of accounting
data are needed, enter them in the first two lines, not the first and third. If only one
accounting line is needed, it should go in the first accounting line.
No fields can be left blank. If the document control number (Doc. Cont. Number)
is unknown, type "DCN". The document control number is the information generally
found on a Purchase Order to denote the funding office and funding official
approving the Purchase Order. If the account or appropriation number (Acct. or
Approp.) is unknown type "ACCOUNT'. If the object class code (Obj. Class) is
unknown, type "3100". The object class code identifies the type of spending action
associated with an item. Superfund (Sup.) is "Y" if the account is Superfund or "N"
if it is not. The Dollar Amount cannot be zero or blank.
WARNING: TO SAVE THE CHANGES YOU HAVE MADE IN THE MANDATORY
INFO SCREENS 1, 2, AND 3, YOU MUST PRESS [F10] AT THIS SCREEN (OR
AT THE PPAS OPTIONAL FIELDS SCREEN IF YOU USE THAT SCREEN).
OTHERWISE ALL CHANGES WILL BE LOST.
However, you may go back and forth within the Mandatory Info screens and the
Optional Fields Screen without losing changes. Just do not press [F2] or [F3] until
you have saved the changes by pressing [Flu].(WARNING: IF YOUR COMPUTER
HAS 640K RAM (THE DATE AT THE TOP OF THE SCREEN IS IN MM/DD/YY
FORMAT), YOU MUST SAVE AT EACH SCREEN BY PRESSING [F10].)
2-17
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How to Add/Update/View Property Items
NOTE: The following feature is available only if your computer has 2 MB RAM.
(The date at the top of your screen is not in MM/DD/YY format.)
Pressing [F9] allows you to retain the data you have in the Mandatory Info screens
1 and z and use it for a new Decal Number. You may want to do this if you are
adding many Decal Numbers that contain similar data to the Decal Number you are
updating. For example: You want to add ten items that have the same data as the
current Decal Num&er and differ only in their serial number. You update all
information for the present Decal Number, press [F10] to save, then press [F9]. You
are returned to the window that asks for the Decal Number. Type in the new Decal
Number. When the Mandatory Info screens 1 and 2 appear, they have the data you
t>ped for the last Decal Number. For this example, you would simply go to
Mandatory Info Screen 2, change the serial number, and continue on to Mandatory
Info Screen 3 (and the Optional Fields Screen if desired). You must, of course, also
press [F10] to save, then [F9] again to save Mandatory Info screens 1 and 2 for the
next new Decal Number.
NOTE:
[F2] Exits to the window that asks for the Decal Number without saving changes.
[F3] Exits to the Add/Update/View Records Menu without saving changes.
[F4] Returns to the PPAS Decal Update/View - Mandatory Info Screen 1.
[F5] Returns to the PPAS Decal Update/View - Mandatory Info Screen 2.
[F7] Goes to the PPAS Optional Fields Screen.
[F9] Exits to the window that asks for the Decal Number but saves the Mandatory
Info Screens 1 and 2 for use with the next new Decal Number.
[F10] Saves all changes on the Mandatory Info Screens 1, 2,3 and Optional Fields
Screen.
2-18
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How to Add/Update/View Property Items
If you want to use the PPAS Optional Fields Screen (Figure 2-11), press [F7].
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Optional Fields
A Decal Nurber:
U
A Inventory Date(HMDDYY):
R ReconciIiation Date(MMODYY)
Account Area
Custodial Area
Room Number
Current Location:
Usage Code:
Previous Location
GSA Condition Code
Employee ID
Major Decal:
Remarks
F2 - New Decal
F5 - Hand. 2
F3 - Exit
F6 - Hand. 3
F4 Hand. 1
F9 - Same 1-2
F10 - Save
Figure 2-11 PPAS Optional Fields Screen
This screen has ten optional fields you may update or view.
Inventory Date(MMDDYY): Type the inventory start date for the item in
MMDDyY format (for example: July 4, 1991 becomes 070491).
Reconciliation Date(MMDDYY): Type the date the item was reconciled in
conjunction with the current inventory. This date must be the same or later than the
inventory start date. Type this date in MMDDYY format.
Room Number: Type the room number where the item is located.
Current Location: Type any further identifying information on the location of the
item.
Previous Location: Type any previous location of the item.
Usage Code: Type the Usage Code. The Usage Code is the code applicable to
laboratory and research equipment only and is used in conjunction witn inspection
tours to identify idle and unneeded laboratory and research equipment. See note on
next page.
GSA Condition Code: Type the Condition Code of the item. For a listing of
Condition codes, see 4.2.1.
Employee ID: Employee identification number assigned to a sensitive item of
property.
Major Decal: Type the Major Decal number if the item has one. The Major Decal
Number is the Decal Number assigned to the principal item of equipment that has
more than one separately decaled items as parts.
2-19
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How to Add/Update/View Property Items
Remarks: Type any remarks you have about this item.
NOTE: The Usage Codes are two characters:
First Character:
1 = Used two or more times a week.
2 = Used only once a week.
3 = Used less than once per week but at least two or more times a month.
4 = Used only once per month.
Second Character:
A = Equipment is used continuously for several weeks then is left practically idle
for snort or long periods due to changed mission; data from project is being
analyzed; state-of-the-art updated; seasonal as use; or delayed support services;
etc.
B = Dedicated equipment or equipment that is modified to perform one or more
specific tasks or functions. This equipment is unshareable as long as specific
tasks are being performed.
C = Heavy or delicate equipment which cannot be easily moved.
D = Sophisticated instrumentation requiring highly trained skilled operators.
E = Old or outdated equipment stored for possible future use (i.e., historical
instrument comparability study).
F = Potentially shareable equipment.
G = Backup units for on-line equipment to minimize down-time of a major system.
H = Special equipment used to calibrate or used as a primary developmental
instrument to identify specific characteristics of systems of interest.
I = Special justification has been provided laboratory director by memo on need
for equipment.
J = Prototype equipment designed for specific tasks.
K = Equipment which is being held for priority use in field studies.
2-20
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How to Add/Update/View Property Items
WARNING: TO SAVE THE CHANGES YOU HAVE MADE IN THE MANDATORY
INFO SCREENS 1, 2, 3, AND THE OPTIONAL FIELDS SCREEN, YOU MUST
PRESS [F10]. OTHERWISE ALL CHANGES WILL BE LOST.
IF YOU ALREADY PRESSED [F10] AT THE MANDATORY INFO SCREEN 3,
THE CHANGES IN THE MANDATORY INFO SCREENS 1,2, AND 3 ARE SAVED.
HOWEVER, YOU MUST STILL PRESS [F10] AT THIS SCREEN TO SAVE THE
CHANGES TO THE OPTIONAL FIELDS.
However, you may go back and forth within the Mandatory Info screens and the
Optional rields Screen without losing changes. Just do not press [F2] or [F3] until
you have saved the changes by pressing [F101 at the Optional Fields Screen.
(WARNING: IF YOUR COMPUTER HAS 640K RAM (THE DATE AT THE TOP
OF THE SCREEN IS IN MM/DD/YY FORMAT), YOU MUST SAVE AT EACH
SCREEN BY PRESSING [F10].)
NOTE: The following feature is available only if your computer has 2 MB RAM.
(The date at the top of your screen is not in MM/DD/YY format.)
Pressing [F9] allows you to retain the data you have in the Mandatory Info screens
1 and 2 and use it for a new Decal Number. You may want to do this if you are
adding many Decal Numbers that contain similar data to the Decal Number you are
updating. For example: You want to add ten items that have the same data as the
current Decal Number and differ only in their serial number. You update all
information for the present Decal Number, press [F10] to save, then press [F9]. You
are returned to the window that asks for the Decal Number. Type in the new Decal
Number. When the Mandatory Info screens 1 and 2 appear, they have the data you
t>ped for the last Decal Number. For this example, you would simply go to
Mandatory Info Screen 2, change the serial number, and continue on to Mandatory
Info Screen 3 (and the Optional Fields Screen if desired).. You must, of course, also
press [FlOlto save, then [F9] again to save Mandatory Info screens 1 and 2 for the
next new Decal Number.
NOTE:
[F2] Exits to the window that asks for the Decal Number without saving changes.
[F3] Exits to the Add/Update/View Records Menu without saving changes.
[F4] Returns to the PPAS Decal Update/View - Mandatory Info Screen 1.
[F5] Returns to the PPAS Decal Update/View - Mandatory Info Screen 2.
[F6] Returns to the PPAS Decal - Mandatory Info Screen 3.
[F9] Exits to the window that asks for the Decal Number but saves the Mandatory
Info Screens 1 and 2 for use with the next new Decal Number.
[F10] Saves all changes on the Mandatory Info Screens 1, 2, 3 and the Optional
Fields Screen.
2-21
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How to Add/Update/View Property Items
2.2.3 Add/View/Update Local Info
To add, view, or update Local Info on a property item that already exists, select the
third option on the Add/Update/View Records Menu and press [ENTER]. Local
Info for any property item, owned or leased, may be added, viewed, or updated
through this option.
Next, a window appears asking for the Decal Number. Type the Decal Number of
the item you are aading/viewing/updating Local Info for and press [ENTER]. The
PPAS Decal Local Fields screen appears (Figure 2-12).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Decal Local Fields
A
Decal Number:
Account Area: Custodial Area:
U
A
R
Option 1: ;:::j
Option 2: WMlMMM
Option 3:
Option 4; s;:
Option 5: %
Option 6: |
F2 - Cancel F3 - Exit MO - Save
Figure 2-12 PPAS Decal Local Fields Screen
You may enter data into these six fields. See your Local PPAS System Administrator
for how your accountable area uses these fields.
WARNING: YOU MUST PRESS [F10] BEFORE YOU PRESS [F2] OR [F3].
OTHERWISE ALL DATA WILL BE LOST.
NOTE:
[F2] Exits to the window that asks for the Decal Number without saving changes.
[F3] Exits to the Add/Update/View Records Menu without saving changes.
[F10] Saves all data on this screen.
2-22
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How to Delete Property Items
SECTION 3. HOW TO DELETE PROPERTY ITEMS
To delete a property item from the local PPAS database, select the second option
from the Main Menu and press [ENTER]. You see the message
"Delete/Disposal of Property Module is Being Loaded. . Then tne
Delete/Disposal Menu appears (Figure 3-1).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Delete/Oisposal Menu
Confirm and Delete Item'"'
Print Local Deleted Records
Return to Main Menu
Figure 3-1 Delete/Disposal Menu
As you can see, this menu displays three options. Using the arrow keys, place the
highlight over the desired option, then press [ENTER]. Or you may type the first
letter of the first word of the option and press [ENTER]. (For example, you can
select Print Local Deleted Records by typing "P', then pressing [ENTER].)
3.1 CONFIRM AND DELETE ITEM
To begin the delete process, select the first option on the Delete/Disposal Menu and
press [ENTER]. You see the message "Loading Delete Program. . ." Then
a window appears that asks for the Decal Number. Type the desired decal number
and press [ENTER]. If there is an existing record corresponding to that Decal
Number in the database, the Decal Delete Confirmation Screen appears (Figure 3-2).
If there is no record matching this decal number, then an error message appears at
the bottom of the screen:
Decal Number 999999 not found in database
(where 999999 is the Decal Number you typed)
Or, if the record for the decal number is one of the last ten that has been marked
for deletion in the current session, then an error message appears at the bottom of
the screen:
Decal Number 999999 previously marked for deletion
3-1
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How to Delete Property Items
WARNING: Once a record has been marked for deletion, it cannot be unmarked.
However, the PPAS system stores all the records marked for deletion into a separate
transaction file that you may print out (see 32).
If a record corresponding to the Decal Number you specified does exist in the
database, the PPAS Decal Delete Confirmation window appears (Figure 3-2).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July i, 1991
1
PPAS Decal Delete Confirmation
Decal Hunter:
Account Area
Custodial Area :
Owned/Leased
Item Status :
Acq. Date
Voucher Nurber :
Acq. Source
Master I tern Code :
Siperfund Amount
Total Cost
Ncmen:
C.A. Location:
User I ten Oesc.:
Contract:
GSA Condition Code:
Voucher Nwtoer:
Sfjfil Reason for Deletion: .j
F1 - Delete Record F2 - Cancel F3 - Exit F4 - Reasons
Figure 3-2 PPAS Decal Delete Confirmation Window
To return to the window that asks for a Decal Number without deleting the record,
press [F21. To exit to the Delete/Disposal Menu without any action taking place,
press [F3J.
The Decal Delete Confirmation window includes 15 data fields for display only; you
have no access to these fields. You have access to only three fields: GSA Condition
Code, Voucher Number, and Reason for Deletion.
To delete a property item, perform the following steps:
1. Visually verify the accountable area (Account Area), custodial area, and the
Decal Number.
2. Type the GSA Condition Code (see 4.2.1 for a list of codes), Voucher Number,
and Reason for Deletion. (Press [TAB] to advance the cursor to the next field.)
To view the Reasons for Deletion codes, press [F4]. The window in Figure 3-3
appears.
3-2
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How to Delete Property Items
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Decat Nunfcer
Custodial Area
I ten Status
Voucher Nutter
Master I ten Code
REASONS FOR DELETION
1 OPERATOR INPUT ERROR 2
3 - SURPLUSED 4
5 - EXCHANGE / SALE 6
7 - CANNIBALIZED 3
EXCESSEO
SURVEYED
ABANOONED / DESTROYED
INVENTORY DECREASE
Noaen: WEAPONS
C.A. Location:
User I ten Oesc.:
Contract:
Voucher Nuitoer:
Total Cost
GSA Condition Code:
Reason for Oetetion:
Enter - Prev Screen
F2 - Cancel
F3 - Exit
Figure 3-3 Reasons For Deletion Window
3. After viewing, press [ENTER] to return to the Decal Delete Confirmation
Screen. Enter tne applicable deletion code.
4. Press [Fl] to delete the record.
If the values entered in the fields are valid, you see the message:
Decal Number 999999 has been marked for deletion
You are returned to the window that asks for a Decal Number.
NOTE: If you type another Decal Number and press [ENTER], you will notice the
GSA Condition Code, Voucher Number, and Reason for Deletion fields still remain
from the previous Decal Number. Change them as needed.
Press [F3] if you wish to exit to the Delete/Disposal Menu. You see the message
"Deleting requested records from PPAS file. If no Decals were
chosen, no deletions will occur."
3.2 PRINT LOCAL DELETED RECORDS
To print a report of your local deleted records, select the second option on the
Delete/Disposal Menu and press [ENTER]. A window appears which asks for the
Custodial Area. Type the desired Custodial Area and press [ENTER] (or type
"ALL" and press [ENTER] for all Custodial Areas). You see the message
"Generating Delete Report..Make sure your printer is on-line. Tne
Deleted/Disposal Property by Decal Report will be printed, and you are returned to
the Delete/Disposal Menu.
3-3
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How to Excess/Surplus Property Items
SECTION 4. HOW TO EXCESS/SURPLUS PROPERTY ITEMS
4.1 INTRODUCTION
Property items that are not being used should be declared "excess" by the Local
PPAS. To be marked for excess, an item must have a dollar value of $1,000 or more.
Once marked excess, this information is uploaded to the National PPAS which
reports the excess property of all accountable areas. Any accountable area can then
download this information and request that an excess item be transferred to them for
use. Any unclaimed property that has been uploaded is automatically declared
"surplus" thirty days after marked as excess. Surplus property items are reported to
the General Services Administration and are available to any other government
agency.
To excess/surplus property, select the third option from the Main Menu. You see
the message: "Excess/Surplus Module is Being Loaded..."
4-1
-------
How to Excess/Surplus Property Items
The Excess/Surplus Menu appears (Figure 4-1.)
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Excess/Surplus Menu.
Mark: ItetW: As Excess Property;:
Add/Update Surplus Record Info
Unmark Items To Normal Status
Excess/Surplus Reports
Return to Main Menu
Figure 4-1 Excess/Surplus Menu
As you can see, the Excess/Surplus Menu displays five options. Using the arrow
keys, place the highlight over the desired option, then press [ENTER]. Or you may
type the first letter of the first word of the option and press [ENTER]. (For
example, you can select Add/Update Surplus Record Info by typing "A", then
pressing [ENTER].)
NOTE: Any changes you make here affect only the Local PPAS until an upload is
done to the National PPAS mainframe. To upload, see the Communications Menu
(Section 9).
4-2
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How to Excess/Surplus Property Items
4.2 MARK ITEMS AS EXCESS PROPERTY
To declare property items as excess, select the first option on the Excess/Surplus
Menu, "Marie Items as Excess Property" and press [ENTER], A window appears
which asks for a Decal Number. Type the desired decal number of the item you
want to excess and press [ENTER].
NOTE: If the item has a dollar value of less than $1,000, then the following error
message is displayed:
$ value is less than $1000
and you are returned to the window that asks for a decal number. You may not
excess this item. You will also see an error message if you try to excess an item that
has already been declared excess/surplus.
Otherwise, the PPAS Decal Excess Confirmation window appears (Figure 4-2).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Decal Excess Confirmation
Decal Nurber:
Account Area
Custodial Area :
Owned/Leased
I tern Status :
Acq. Oate
Voucher N inter
Acq. Source
Master Item Code :
Superfund Amount
Total Cost
Nomen:
C.A. Location:
User Item Oesc.:
Contract:
Condition Code: :¦
F1 - Excess Record F2 - Cancel F3 - Exit
Figure 4-2 PPAS Decal Excess Confirmation Window
4-3
-------
How to Excess/Surplus Property Items
4.2.1 PPAS Decal Excess Confirmation Window
The PPAS Decal Excess Confirmation window presents mandatory data associated
with the decal number. You will only verify the Condition Code in the lower right
corner. The Condition Code is a two-character field that describes the physical
condition of the property. The first digit is the Disposal Condition Code (1-9, S or
X) and the second is the Supply Condition Code (A-H, S, or blank).
The Disposal Condition Codes are:
1 Unused - good
Unused - fair
Unused - poor
Used - good
5 Used - fair
6 Used - poor
7 Repairs required
good
8 Repairs required
fair
9 Repairs required
poor
X Salvage
Unused property that is usable without repairs and
identical or interchangeable with new items from
normal supply sources.
Unused property that is usable without repairs, but is
deteriorated or damaged to the extent that utility is
somewhat impaired.
Unused property that is usable without repairs, but is
considerably deteriorated or damaged. Enough
utility remains to classify the property better than
salvage.
Used property that is usable without repairs and
most of its useful life remains.
Used property that is usable without repairs, but is
somewhat worn or deteriorated and may soon
require repairs.
Used property that may be used without repairs, but
is considerably worn or deteriorated to the degree
that remaining utility is limited or major repairs'will
soon be required.
Required repairs are minor and should not
exceed 15 percent of original acquisition cost.
Required repairs are considerable and are
estimated to range from 16 percent to 40 percent of
original acquisition cost.
Required repairs are major because property is badly
damaged, worn, or deteriorated, and are estimated to
range from 41 percent to 65 percent of original
acquisition cost.
Property has some value in excess of its basic
material content, but repair or rehabilitation to use
for the originally intended purpose is clearly
impractical. Repair for any use would exceed 6$
percent of the original acquisition cost.
S Scrap
Material that has no value except for its basic
material content.
4-4
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How to Excess/Surplus Property Items
The Supply Condition Codes are:
Serviceable
(issuable without
qualification)
B Serviceable
(issuable with
qualification)
Serviceable
(priority issue)
D Serviceable
(test/modification)
E Unserviceable
(limited
restoration)
F Unserviceable
(reparable)
G Unserviceable
(incomplete)
H Unserviceable
(condemned)
New, used, repaired or reconditioned material that is
serviceable and issuable to all customers without
limitation or restriction. Includes material with more
than six months shelf-life remaining.
New, used, repaired, or reconditioned material that
is serviceable and issuable for its intended puipose but
is restricted from issue to specific units, activities, or
geographical areas by reason of its limited usefulness
or snort service-life expectancy. Includes material
with three through six months shelf-life remaining.
Items that are serviceable and issuable to selected
customers, but must be issued before Conditions A
and B material to avoid loss as a usable asset.
Includes material with less than three months shelf-
life remaining.
Serviceable material that requires test, alteration,
modification, conversion or disassembly. (This does
not include items that must be inspected or tested
immediately before issue.)
Material that involves only limited expense or effort
to restore to serviceable condition and that is
accomplished in the storage activity where the stock
is located.
Economically reparable material that requires repair,
overhaul, or reconditioning, including reparable items
which are radioactively contaminated.
Material requiring additional parts or components
to complete the end item before issue.
Material that has been determined to be unserviceable
and does not meet repair criteria, including
condemned items that are radioactively
contaminated.
Unserviceable
(scrap)
Material that has no value except for its basic material
content. No stock will be recorded as onhand in
Condition Code S. This code is used only on
transactions involving shipments to DPDO's.
Material will not.be transferred to Condition Code S
before being turned in to PDO's if material is
recorded in Condition Code A through H at the time
material is determined excess. Material identified by
NSN will not be identified by this Condition Code.
4-5
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How to Excess/Surplus Property Items
If necessary, the Condition Code can be changed at this time. Property cannot be
made excess without the Disposal Code (the first character of the Condition Code).
After verifying the Condition Code, press [Fl] to excess the record. The following
message appears at the bottom of the screen:
Decal Number 999999 has been excessed
(999999 represents the Decal Number you typed.)
and vou are returned to the window that asks for a Decal Number. If you want to
verify that the decal is in excess, type the decal number and press [ENTER]. The
screen should confirm that the status is now excess for that decal with the following
message:
Decal Number 999999 has previously been marked for excess
Since excess decal records cannot be updated, the record must be unmarked to
normal status (see 4.4) if you want to update it.
Press [F3] if you want to return to the Excess/Surplus Menu.
It is strongly suggested that each user ready the files and upload to the National
PPAS mainframe soon after marking records as excess. This is suggested since the
date of excess is based on the date a record is marked as excess (by pressing [Fl])
on the local PPAS, not by the date it is uploaded. The length or time a record is
excess decreases proportionately with the number of days delay from the excess date
to the date a record is uploaded to the National PPAS mainframe. Therefore, a
record could remain in excess on the National PPAS only a few days instead of the
proposed 30 days.
To upload records to the National PPAS mainframe, use the Communications Menu
(see Section 9). The record will be listed on the National PPAS Update Transaction
Report after the next update.
4-6
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How to Excess/Surplus Property Items
4.3 ADD/UPDATE SURPLUS RECORD INFO
After your items have been marked as "excess" over 30 days and uploaded to the
National PPAS mainframe, the next National PPAS update will prepare them to be
downloaded to your computer as "surplus." During the next upload for your
Accountable Area, you are asked if you want to download this surplus data. You
should do so, as postponing this process can cause it to be very time consuming since
surplus records are stored until they are downloaded.
After your surplus data is downloaded to your computer, select the second option
"Add/Update Surplus Record Info" from the Excess/Surplus Menu and press
[ENTER]. A window appears which asks for the Decal Number. Type the desired
number and press [ENTER]. You see the PPAS Decal Surplus Confirmation window
(Figure 4-3).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
PPAS Decal Surplus Confirmation
Decal Nurber:
Account Area
Custodial Area :
Ouned/Leased
Item Status :
Acq. Date
Voucher Number
Acq. Source
Master Item Code :
Superfund Amount
Total Cost
Contract:
Surplus Release Date: (HMODYY)
GSA Report #:
EPA Report #:
F1 Surplus Record F2 - Cancel F3 - Exit
Figure 4-3 PPAS Decal Surplus Confirmation Window
You will type only the Surplus Release Date, the GSA Report #, and the EPA
Report #. You snould do this before the next upload. Press [Fl] to surplus the
record. You see the message:
Decal Number 999999 Surplus info updated
(999999 represents the Decal Number you typed.)
All surplus records are uploaded to the National PPAS mainframe until they are
deleted. Since excess communications costs are incurred when surplus records are
repeatedly uploaded, you should delete these records as appropriate. However,
before you do so, remember to run the Surplus Report to maintain a hardcopy of
these records.
If you just want to determine whether a record is marked as surplus, you may also
use this option. Enter the decal number at the Decal Number window, and press the
[ENTER] key. If the decal is not marked surplus, you see the message:
4-7
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How to Excess/Surplus Property Items
Decal Number 999999 is not marked for surplus
The [F3] key can be used to return to the Excess/Surplus Menu.
4.4 UNMARK ITEMS TO NORMAL STATUS
If a decal has been marked as excess, you can unmark it and return it to normal
status by using the third option on the Excess/Surplus Menu, "Unmark Items To
Normal Status^ A window appears which asks for the Decal Number. Type the
desired decal number and press [ENTER].
The PPAS Decal Unmark Confirmation window appears (Figure 4-4).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
1
PPAS Decal Unmark Confirmation
Cecal Number:
Account Area
Custodial Area :
Owned/Leased :
I tern Status :
Acq. Date :
Voucher Nunber
Acq. Source :
Hester I ton Code :
Superfund Amount:
Total Cost :
Nomen:
C.A. Location:
User I ten Oesc.:
Contract:
Condition Code: g|
F1 - Unmark Record F2 - Cancel F3 - Exit
Figure 4-4 PPAS Decal Unmark Confirmation Window
You may change the Condition Code if needed. Then press [Fl] to unmark it. The
following message appears at the bottom of the screen:
Decal Number 999999 has been unmarked
(999999 represents the Decal Number you typed.)
and you are returned to the window that asks for a Decal Number. Press [F3] to
return to the Excess/Surplus Menu.
4-8
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How to Excess/Surplus Property Items
4.5 EXCESS/SURPLUS REPORTS
You can print reports by selecting the fourth option on the Excess/Surplus Menu and
pressing the [ENTER] Key. The Excess/Surplus Reports Menu appears (Figure 4-5).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Excess/Surplus Menu
Mark Items As
Add/Update Su
Urrnark Items
Excess/Surplu
Return to Mai
Excess/Surplus Reports Menu
Records Marked As Excess
Records Marked As Surplus
Print Surplus Records Without EPA/GSA Munbers
Figure 4-5 Excess/Surplus Reports Menu
As vou can see, this menu offers three types of reports. Select the option you wish
ana press the [ENTER] key. The system informs ^ou that it is generating the report,
whicn will be sent directly to your assigned printer. Press [ESC] to exit to the
Excess/Surplus Menu.
4-9
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How to Transfer Property Items
SECTION 5. HOW TO TRANSFER PROPERTY ITEMS
Property items can be transferred from one accountable area to another accountable
area by marking them for transfer, uploading records from the sending accountable
area to the National PPAS mainframe, then downloading to the receiving
accountable area. This should be done only after the physical transfer of the
property has been completed and verified.
An item that is to be marked for transfer must have a dollar value $1,000 or more.
Briefly, transferring entails the following steps:
1. The Local PPAS operator marks a record for transfer to another accountable
area by typing a transfer voucher number and the accountable area to which the
property item is being transferred.
2. When the Local PPAS performs the upload function (see Section 9), the National
PPAS receives the transfer transaction. The property item to be transferred is
placed on the National PPAS in a transfer hold file.
3. When the accountable area that should receive the transferred item
communicates with the National PPAS, that accountable area will request and
download the items to be transferred.
4. After the download of the items to be transferred from the National PPAS, the
receiving accountable area can either review the records, accept the records, or
reject the records one at a time.
5. If the receiving accountable area reviews the transferred records, no activity will
take place until the items are either accepted or rejected.
6. If the receiving accountable area accepts the items, a transaction file is sent to
the National PPAS with any new data field changes (such as custodial area and
transfer accept voucher number). This transaction will update the National PPAS
records.
7. Accepted records are deleted from the sending accountable area when it does the
next download from the National PPAS and a notification is given to that
accountable area of their acceptance.
8. If the receiving accountable area rejects the records, a transaction is sent to the
National PPAS to return the original records back to normal status (not
transferred).
9. The rejected records are returned to the sending accountable area along with
notification of their rejection during the next download from the National rPAS.
WARNING: WHEN RECORDS ARE TRANSFERRED TO YOUR ACCOUNTABLE
AREA, YOU SHOULD ACCEPT OR REJECT THEM BEFORE REQUESTING ANY
MORE TRANSFER DATA FROM THE NATIONAL PPAS.
IF RECORDS ARE NOT ACCEPTED OR REJECTED, THE DATA MAY BE LOST
NEXT TIME YOU TRANSFER DATA FROM THE NATIONAL PPAS. ALSO, THE
ITEMS ARE UNAVAILABLE TO ANYONE UNTIL A RESPONSE IS MADE.
5-1
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How to Transfer Property hems
A mainframe FOCUS warning message about the sort order may appear. This is
only a warning, not an error message. This message appears when the physical order
of the records does not match the FOCUS index Key. This does not affect program
performance.
5.1 TRANSFER MENU
To transfer a property item to or from another accountable area, select the fourth
option from the Main Menu 'Transfer To/From Another AA" and press [ENTER].
You see the message: "Transfer Module is Being Loaded... " Then the
Transfer Menu appears (Figure 5-1).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Transfer Menu
Mark Records For Transfer To Another AA
Review Transferred Records To Your AA
Accept Transferred Records
Reject Transferred Records
Return to Main Menu
Figure 5-1 Transfer Menu
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How to Transfer Property Items
5.2 MARK RECORDS FOR TRANSFER TO ANOTHER AA
When you select this option, a window asks for the Decal Number. Type the desired
Decal Number and press [ENTER].
NOTE: If the item has a dollar value of less than $1,000, then the following message
is displayed:
$ value is less than $1000. Item cannot be transferred
and you are returned to the window that asks for a Decal Number. You will not be
able to mark this record for transfer. If you want to remove it from PPAS, you will
have to use the delete option (see Section 3).
5-3
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How to Transfer Property Items
Next, the PPAS Decal Record Transfer window (Figure 5-2) appears. This window
shows the mandatory data associated with the decal number you entered.
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
1
N
R
PPAS Decal
Record Transfer
Decal Murber:
Account Area
A
Custodial Area :
Owned/Leased
R
Item Status
Acq. Date
R
Voucher Nurber
Acq. Source
-
Master Item Code :
Superfund Amount
Total Cost
Marten:
C.A. Location:
User Item Oesc.:
Contract:
Sending Voucher Murber:
To Accountable Area:
Enter - Process F1 - Transfer Decal F2 Cancel F3 - Exit F4 - A Areas
Figure 5-2 PPAS Decal Record Transfer Window
You will only need to enter the Sending Voucher Number and the To Accountable
Area where the record is to be transferred. Press [Fl] to transfer the record. You
see the message:
Decal Number 999999 marked for transfer to Accountable Area
99
(where 999999 represents the Decal Number you typed and 99 represents the
Accountable Area)
5-4
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How to Transfer Property Items
If you do not know the code for the accountable area you are transferring to, press
[F4], The Accountable Areas window (Figure 5-3) lists both the current accountable
area codes and locations.
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Decal
Custod
Item S
Vouche
Master
Nomen:
C.A. L
User 1
Contra
Sendin
ACCOUNTABLE AREAS
01 -
Washington, DC
18
Denver, CO
02 -
Ada, OK
19
San Fransisco, CA
03 -
Edison, NJ.
20
Seattle, UA
04 -
Arm Arbor, Ml
25
Cincinnati - Test
05 -
Cincinnati, OH
26
RTP - Test
06 -
RTP, NC
27
Washington - Test
07 -
Corvallis, OR
28
Washington - Test
08 -
NEIC - Denver, CO
29
Contracts Uashington(Non-Sup)
09 -
Las Vegas, NV
30
Contracts - RTP
11 -
Boston, MA
31
Contracts Cincinnati
12 -
New York, NY
32
Contracts - Uashington(Sup)
13 -
Philadelphia, PA
33
Narragansett, RI
14 -
Atlanta, GA
34
Ouluth, MN
15 -
Chicago, IL
35
Gulf Breeze, FL
16 -
Dallas, TX
36
Athens, GA - ORD Lab
17 -
Kansas City, KS
40
Athens, GA - ESQ Lab
Enter
- Return F2
- Next
Decal F3 - Exit
Figure 5-3 Accountable Areas Window
Press [ENTER] to return to the PPAS Decal Record Transfer window. If you wish
instead to cancel and return to the window that asks for the Decal Number, press
[F2]. To cancel and exit to the Transfer Menu, press [F3].
NOTE: Accountable Area 29 is non-superfund. Accountable Area 32 is superfund.
5-5
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How to Transfer Property Items
5.3 REVIEW TRANSFERRED RECORDS TO YOUR AA
To review transferred records to your accountable area, select the second option on
the Transfer Menu and press [ENTER]. The Transferred Record Review Options
Menu appears (Figure 5-4).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Transfer Menu
Mark Records For Transfer To Another AA
Review Transferred R
Accept Transferred R
Reject Transferred R
Return to Main Menu
Transferred Record Review Options
Print' Report
View on Screen
Figure 5-4 Transferred Record Review Options Menu
You can print reports of waiting transfers or view the reports on-screen. Select the
option you desire and press [ENTER], You see the message: "Generating
Report. .." Ifyou selected "Print Report", then two reports are now printed:
Owned Property Transfer Report, and Leased/Rented Property Transfer Report.
If you selected "View on Screen", at the top of your screen you will see the message:
"PAUSE.. HIT CARRIAGE RETURN TO CONTINUE". Press [ENTER], The
Owned Property Transfer Report appears.
The following keys are used when viewing a report (or you may press [Fl] twice at
any time while you are viewing a report to see what keys to use):
PAGE DOWN] To go down or up a page in the report.
PAGE UP]
[HOME] To shift the report to the left, allowing the first 80 columns of the
report to be viewed.
[END] To shift the report to the right, allowing the last 80 columns of the
report to be viewed.
HH To shift the report left or right one column at a time.
When you reach the last page of the first report, the message: "END-OF-REPORT"
appears at the bottom of the screen. Press [ENTER] to view the next report
5-6
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How to Transfer Property Items
(Leased/Rented Property Transfer Report). At the top of your screen you see the
message: "PAUSE.. HIT CARRIAGE RETURN TO CONTINUE". Press [ENTER].
When you reach the last page of the second report, the message: "END-OF-
REPORT" appears at the bottom of the screen, rress [ENTER] to exit to the
Transfer Menu.
5.4 ACCEPT TRANSFERRED RECORDS
After you have reviewed transferred records, you can accept any individual record.
Use the third option on the Transfer Menu to accept transferred records one at a
time. If no records exist for transfer, you will be returned to the Transfer Menu. If
records for transfer do exist, the PPAS Accept Transfer window appears (similar to
Figure 5-5).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Transfer Menu
PPAS Accept Transfer - Owned
Decal Nurber:
From Account Area:
Major Decal :
Contract Nurber :
User Item Desc.:
Acquisition
Date :
Cost :
Acq. Doc. # :
Superfund Dollars:
Manufacturer
Name
Model :
Serial :
M.I.C. * :
Transfer Voucher :
Enter - Next Decal F1 Accept Decal F2 - Next Decal F3 -Exit
Figure 5-5 PPAS Accept Transfer Window
Each record, one by one, will appear on the screen. To accept a transferred record,
press [Flj. Press [ENTERJ if you want instead to skip to the next record and bypass
this one. To exit to the Transfer Menu without accepting the decal that is on the
screen, press [F3].
5-7
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How to Transfer Property Items
When you accept a decal for transfer by pressing [Fl], a window is displayed in the
middle of the screen (Figure 5-6):
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Transfer Menu
PPAS Accept Transfer - Owned
Oecal Number:
Major Decal :
User I tern Desc.:
Acquisition
Date
Acq. Doc.
Manufacturer
Model
M.I.C. tf
Fran Account Area:
Contract Number :
Custodial Area :
Receiving Voucher: ?
rfind Dollars:
Serial :
Transfer Voucher
Enter - Accept Decal
F2 - Cancel/Next Decal
F3 -Exit
Figure 5-6 Custodial Area and Receiving Voucher Window
Type the Custodial Area and Voucher Number (new for the current accountable
area) and press [ENT1
You see tne message:
area) and press [ENTER] to accept the decal for transfer into your accountable area,
tne
OWNED (or LEASED) DECAL 999999 ACCEPTED FROM TRANSFERRED
RECORD
(where 999999 is the Decal Number you typed)
The National PPAS record will be changed accordingly during the next update.
If you press [F2] with this window displayed, the window will disappear and the next
record is displayed.
Pressing [F3] will exit you to the Transfer Menu.
5-8
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How to Transfer Property Items
5.5 REJECT TRANSFERRED RECORDS
After you review transferred records, you can reject any individual record. Use the
fourth option on the Transfer Menu to reject transferred records one at a time. If
no records exist for transfer, you will be returned to the Transfer Menu. If records
for transfer do exist, a window appears which asks for the Decal Number.
Type the decal to be rejected and press [ENTER]. The PPAS Transfer Reject
window appears (similar to Figure 5-7).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 1991
Transfer Menu
M
R
PPAS Transfer Reject - Owned
R
Decal Number:
R
Owned/Leased:
M.l.C. «
I
Major Decal:
Contract Nun:
User Item Desc.:
Acq. Ooc. U:
Transfer Voucher :
Manufacturer Information
Name :
Model:
Serial :
Enter - Reject F9 - Owned Information F3 - Exit
Figure 5-7 PPAS Transfer Reject Window
To exit to the Transfer Menu, press [F3]. The system will not reject the current
decal number.
5-9
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How to Transfer Property Items
If you press [F8], a window appears displaying specific acquisition information for the
owned (or leased) item (Figure 5-8).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Transfer Menu
m
R
A
R
PPAS Transfer Reject - Owned
Decal Murber:
R
Owned/Leased: M.l.C. # :
Hajor
User I
Owned Information
Acq. 0
Acquisition Information Superfund Participation
Manufa
Source: Total Funding:
Name :
Date :
Model:
Value :
Enter - Reject F8 - Prev Screen F3 - Exit
Figure 5-8 Acquisition Information Window
If you press [F7] with this window displayed, the previous window will be restored.
If you press [ENTER], a message appears asking: "Reject This Transfer
Item Record (Y/N)?" Type Y" or "N" and press [ENTER]. You are returned
to the window which asks you for the Decal Number.
If you type "Y", the Local PPAS rejects the record by sending a transaction to the (
National PPAS to return the original transferred record back to normal status (not'
transferred). You see the message:
DECAL #999999 HAS BEEN REJECTED FROM TRANSFER
(where 999999 is the Decal Number you typed)
If you type "N", the Local PPAS does not reject the record, nor does it accept the
record. The record remains in the transfer mode until it is either accepted (see 5.4)
or rejected. All unaccepted records should be rejected and not left awaiting
acceptance or rejection.
5-10
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How to Query Property Items
SECTION 6. HOW TO QUERY PROPERTY ITEMS
6.1 QUERY MENU
The Local PPAS gives you the ability to query the data fields in the accountable area
database. When you perform a query, you can view records by specific data fields
on your monitor. When you select the fifth option from the Main Menu and press
[ENTER], you see the message: "Query Module is Being Loaded..." Then
the Query Menu appears (Figure 6-1).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Query Menu
Ovried Projaie'rty
Leased Property
Master Item Code
Contract timber
Return to Main Mc
Table
able
¦nu
Figure 6-1 Query Menu
As you can see, the Quel)* Menu displays five options. Using the arrow keys, place
the highlight over the desired option, then press [ENTER]. Or you may type the first
letter of the first word of the option and press [ENTER]. (For example, you can
select Leased Property by typing "L", then pressing [ENTER].)
6-1
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How to Query Property Items
6.2 OWNED PROPERTY QUERY SUB-MENU
When you select the first option on the Query Menu and press [ENTER], the Owned
Property Query sub-menu appears (Figure 6-2).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4,. 1991
Query Menu
Owned Property
Leased Property
Master Item Cod
Contract Munber
Return to Main
Owned Property Query
Decat Number
Major Decal Mniter
OCN / Account Nimber
Master Item Code
Voucher Nuitoer
Acquisition Document Nurfcer
Manufacturer Name and Model
Contract (timber
Escape - Previous Uindow
Figure 6-2 Owned Property Query Sub-Menu
The eight options of this sub-menu are described in 6.2.1 to 6.2.8. When you are
viewing a query, you may press [Fl], then [F4] to print it.
6-2
-------
How to Query Property Items
6.2.1 Owned Property Query - Bv Decal Number
To query the PPAS database by Decal Number, use the following steps:
1. Make sure the highlight is on the first option of the Owned Property Query sub-
menu, and press [ENTER1. A window appears that asks for the desired Decal
Number (6-character limit).
(NOTE: If you DO NOT wish to query the database at this time; just press
[ESC]. You will return to the sub-menu.)
2. Type in the desired Decal Number, then press [ENTER]. The system displays
a window that informs you "Query is Executing, Please Wait... "
When the system has completed its search, the message "PAUSE.. HIT
CARRIAGE RETURN TO CONTINUE" appears at the top of the screen.
3. Press [ENTER]. The system lists the record meeting the query criterion.
(NOTE: You may press [F3] to return to the sub-menu.)
Figure 6-3 shows what fields appear on this query.
ACCOUNTABLE AREA:
CUSTOOIAL AREA:
DECAL NUMBER
MAJOR DECAL * :
COST Of ITEM
N.I.C. #
NOMENCLATURE
ACQ. OOC. NUMBER:
VOUCHER NUMBER :
CURRENT LOCATION:
SF CONTRIBUTION:
ROOM NUMBER
REMARKS:
ASSIGNED TO:
Figure 6-3 Decal Number Query
6-3
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How to Query Property Items
6.2.2 Owned Property Query - Bv Major Decal Number
To query the PPAS database by Major Decal Number, use the following steps:
1. Place the highlight on the second option of the Owned Property Query sub-
menu, and press [ENTER]. The system displays a window that asks you for the
desired Major Decal Number (6-cnaracter limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. You will return to the sub-menu.)
2. Type in the desired Major Decal Number, then press [ENTER]. The system
displays a window that informs you "Query is Executing, Please
Wait..." When the system has completed its search, the message "PAUSE..
HIT CARRIAGE RETURN TO continue" appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are any additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-4 shows what fields appear on this query.
MAJOR DECAL NUM8ER
MAJOR
ACCOUNT CUSTODIAL DECAL DECAL ACQUISITION
AREA AREA NUMBER NUMBER COST M.I.C. * NOMENCLATURE
Figure 6-4 Major Decal Number Query
6-4
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How to Query Property Items
6.2.3 Owned Property Query - Bv DCN/Account Number
To query the PPAS database by Document Control Number (DCN) and/or Account
Number, use the following steps:
1. Place the highlight on the third option of the Owned Property Query sub-menu,
and press [ENTER]. The system displays a window that asks for the desired
Document Control # (6-character limit) and/or the Account Number (10-
character limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. You will return to the sub-menu.)
2. If you want to query by Document Control Number, type in the desired
Document Control Number, then press [ENTER]. The cursor will advance to
the Account Number field.
3. If you want to query by Account Number, type in the desired Account Number,
then press [ENTER]. The system displays a window that informs you "Query
is Executing, Please Wait..." When the system has completed its
search, the message "PAUSE. . HIT CARRIAGE RETURN TO CONTINUE"
appears at the top of the screen.
4. Press [ENTER]. The system lists the records meeting the query criteria.
5. If there are any additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT". Press [ENTER] to return to the sub-menu.
Figure 6-5 shows what fields appear on this query when you select both criteria.
OWNED
CECAL RECOROS
FOR DCN: DCN AND ACCOUNT#:
ACCOUNT
ACCT
DECAL
DCN / ACCT
NUMBER
AREA
NUMBER
COST
TOTAL
TOTAL
Figure 6-5 DCN/Account Number Quei^
-------
How to Query Property Items
6.2.4 Owned Property Query - Bv Master Item Code
To query the PPAS database by Master Item Code, use the following steps:
1. Place the highlight on the fourth option of the Owned Property Query sub-menu,
and press [ENTER]. The system displays a window that asks for the desired
Master Item Code (8-character limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. You will return to the sub-menu.)
2. Type in the desired Master Item Code, then press [ENTER]. The system
displays a window that informs you "Query is Executing, Please
Wait..." When the system has completed its search, the message "PAUSE..
HIT CARRIAGE RETURN T'o CONTINUE" appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-6 shows what fields appear on this query.
OUNED CECAL RECORDS FOR MASTER 1TEM COOE
ACCOUNT CUST OECAL ACQ. DOC.
AREA AREA NUMBER NUMBER VOUCHER ITEM ITEM COST
Figure 6-6 Master Item Code Query
-------
How to Query Property hems
6.2.5 Owned Property Query - Bv Voucher Number
To query the PPAS database by Voucher Number, use the following steps:
1. Place the highlight on the fifth option of the Owned Property Query sub-menu,
and press rENTERl. The system displays a window that asks for the desired
Voucher Number (8-character limit).
(NOTE: If you DO NOT wish to queiy the database at this time, just press
[ESC]. You will return to the sub-menu.)
2. Type in the desired Voucher Number, then press [ENTER]. The system displays
a window that informs you "Query is Executing, Please Wait..."
When the system has completed its search, the message "PAUSE.. HIT
CARRIAGE RETURN TO CONTINUE" appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-7 shows what fields appear on this query.
OWNED CECAL RECORDS FOR VOUCHER NUMBER
ACCOUNT CUST DECAL ACQ. DOC.
AREA AREA NUMBER NUMBER M.I.C. # ITEM COST
Figure 6-7 Voucher Number Query
-------
How to Query Property Items
6.2.6 Owned Property Query - Bv Acquisition Document Number
To query the PPAS database by Acquisition Document Number, use the following
steps:
1. Place the highlight on the sixth option of the Owned Property Query sub-menu,
and press [ENTER]. The system displays a window that asks for the desired
Acquisition Doc. Number (14-character limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. You will return to the sub-menu.)
2. Type in the desired Acquisition Document Number, then press [ENTER]. The
system displays a window that informs you "Query is Executing, Please
Wait. . . " When the system has completed its search, the message "PAUSE..
HIT CARRIAGE RETURN TO CONTINUE" appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-8 shows what fields appear on this query.
OWNED OECAL RECORDS FOR ACQUISITION DOCUMENT NUMBER
ACCOUNT CUST OECAL VOUCHER
AREA AREA NUMBER NUMBER M.I.C. # ITEM COST
Figure 6-8 Acquisition Document Number Query
6-8
-------
How to Query Property Items
6.2.7 Owned Property Query - Bv Manufacturer Name and/or Model
To query the PPAS database by Manufacturer Name and/or Model, use the
following steps:
1. Place the highlight on the seventh option of the Owned Property Query sub-
menu, and press [ENTER]. The system displays a window that asks for the
desired Name (20-character limit) and Model (14-character limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. You will return to the sub-menu.)
2. If you want to query by Manufacturer Name, tyoe in the desired Name, then
press [ENTER]. The cursor will advance to the Model field.
3. If you want to query by Manufacturer Model, type in the desired Model, then
press [ENTER], The system displays a window that informs you "Query is
Executing, Please Wait... " When the system has completed its search,
the message "PAUSE.. HIT CARRIAGE RETURN TO CONTINUE" appears
at the top of the screen.
4. Press [ENTER]. The system lists the records meeting the query criteria.
5. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message HEND-OF-
REPORT". Press [ENTER] to return to the sub-menu.
Figure 6-9 shows what fields appear on this query if you select both criteria.
OWNED DECAL RECORDS FOR MANUFACTURER:
MOOEL:
ACCT CUST DECAL
AREA AREA NUMBER M.I.C. tf NOMENCLATURE
Figure 6-9 Manufacturer Name and/or Model Query
6-9
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How to Query Property Items
6.2.8 Owned Property Query - By Contract Number
To query the PPAS database by Contract Number, use the following steps:
1. Place the highlight on the eighth option of the Owned Property Query sub-menu,
and press [ENTER].
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. You will return to the sub-menu.)
The system displays a window that asks for the desired Contract Number (10-
character limit).
2. Type in the desired Contract Number, then press [ENTER]. The system displays
a window that informs you "Query is Executing, Please Wait. .
When the system has completed its search, the message "PAUSE.. HIT
CARRIAGE return to continue" appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-10 shows what fields appear on this query.
OUNED OECAl RECORDS FOR CONTRACT NUMBER:
ACCOUNT CUST OECAL ACQ. DOC.
AREA AREA NUMBER NUHBER H.I.C. # ITEM COST
Figure 6-10 Contract Number Query
6-10
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How to Query Property Items
63 LEASED PROPFRTY QUERY SUB-MENU
When you select the second option on the Query Menu and press [ENTER], the
Leasea Property Query sub-menu appears (Figure 6-11).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Query Menu
Owned Property
Leased Property
Master Item Cod
Contract Number
Return to Main
Leased Property Query
Decat/ Nunber
Major Oecal Nurber
OCN / Account Nimber
Master I ten Code
Voucher Number
Acquisition Docunent Nuifcer
Manufacturer Name and Model
Contract Nurber
Escape - Previous Window
Figure 6-11 Leased Property Query Sub-Menu
Note that the options on this sub-menu are identical to the Owned Property Query
sub-menu. Its functionality is identical also except that instead of Owned Property,
you are inquiring about Leased Property. Therefore, to query the PPAS database
for Leased Property, follow the exact same procedures as specified for Owned
Property (see 6.Z.1 through 6.2.8).
When you are viewing a query, you may press [Fl], then [F4] to print it.
6-11
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How to Query Property Items
6.4 MASTER ITEM CODE TABLE QUERY SUB-MENU
When you select the third option on the Query Menu and press [ENTER], the
Master Item Code Table Query sub-menu appears (Figure 6-12).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Query Menu
Owned Property
Leased Property
Master Item Cod
Contract Number
Return to Main
Master Item Code Table Query
H aster I ten Code Kooienc I a ture
Master Item Code Nimber
'
Escape Previous Uindou
Figure 6-12 Master Item Code Table Sub-Menu
This option is used to view the contents of the Master Item Code Table either by
entering all or part of the nomenclature (name) of the item (see 6.4.1) or a Master
Item Code Number (see 6.4.2). If you supply a valid value, the system selects those
records which match the query criterion you specified and displays them on-screen.
When you are viewing a query, you may press [Fl], then [F4] to print it.
6-12
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How to Query Property Items
6.4.1 Master Item Code Table Query - Bv Master Item Code Nomenclature
To query the PPAS database by Master Item Code Nomenclature:
1. Make sure the highlight is on the first option of the Master Item Code Table
Query sub-menu, and press [ENTER]. The system displays a window which akss
you for the desired Master Item Coae Nomenclature (50 character limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. You will return to the sub-menu.)
2. Type in the desired Master Item Code Nomenclature, then press [ENTER]. The
system displays a window that informs you "Query is Executing, Please
Wait..." When the system has completed its search, the message "PAUSE..
HIT CARRIAGE RETURN TO CONTINUE" appears at the top of the screen.
3. Press [ENTER]. The system lists the item codes meeting the query criterion.
The database is searched for any item name that has your criterion any where
in its title.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-13 shows what fields appear on this query.
MASTER ITEH COOES UHICH CONTAIN
NOMENCLATURE
ITEMCOOE VULNER
Figure 6-13 Master Item Code Nomenclature Query
6-13
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How to Query Property Items
6.4.2 Master Item Code Table Query - By Master Item Code Number
To query the PPAS database by Master Item Code Number, use the following steps:
1. Place the highlight on the second option of the Master Item Code Table Query
sub-menu, and press [ENTER]. The system displays a window which asks you
for the Master Item Code Number (8-character limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. You will return to the sub-menu.)
2. Type in the desired Master Item Code Number, then press [ENTER]. When the
system has completed its search, the message "PAUSE.. HIT CARRIAGE
RETURN TO CONTINUE" appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-14 shows what fields appear on this query.
NOMENCLATURE AND VULNERABILITY COOE FOR MASTER ITEM COOE #:
M.I.C. * ITEMCOOE WJLNER
Figure 6-14 Master Item Code Number Queiy
6-14
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How to Query Property Items
6.5 CONTRACT TABLE QUERY SUB-MENU
When you select the fourth option on the Query Menu and press [ENTER], the
Contract Table Query sub-menu appears (Figure 6-15).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Query Menu
Owned Property
Leased Property
Master Item Cod
Contract Nuifcer
Return to Main
Contract Table Query
Contfact NuBfeeri;:
Contract Name
Contract Officer
Project Officer
Escape * Previous Window
Figure 6-15 Contract Table Query Sub-Menu
These four options are described in 6.5.1 to 6.5.5. When you are viewing a query,
you may press [Fl], then [F4] to print it.
6-15
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How to Query Property Items
6.5.1 Contract Table Query - Bv Contract Number
To query the PPAS database by Contract Number, use the following steps:
1. Make sure the highlight is on the first option of the Contract Table Query sub-
menu, and press [ENTER1. The system displays a window that asks for the
desired Contract Number (10-character limit).
(NOTE: If you DO NOT wish to queiy the database at this time, just press
[ESC]. The system returns to the sub-menu.)
2. Type in the desired Contract Number, then press [ENTER]. The system displays
a window that informs you "Query is Executing, Please Wait..."
When the system has completed its search, the message "PAUSE.. HIT
CARRIAGE return TO CONTINUE" appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-16 shows what fields appear on this query.
CONTRACT NUMBER : OLD CONTRACT *
LOCATION COOE:
BEGIN DATE: END DATE:
CONTRACT OFFICER PROJECT OFFICER
Figure 6-16 Contract Number Query
6-16
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How to Query Property Items
6.5.2 Contract Table Query - Bv Contract Name
To query the PPAS database by Contract Name, use the following steps:
1. Place the highlight on the second option of the Contract Table Queiy sub-menu,
and press [ENTER]. The system displays a window that asks for the desired
Contract Name (40-character limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. The system returns to the sub-menu.)
2. Type in the desired Contract Name, then press [ENTER], The system displays
a window that informs you "Query is Executing, Please Wait..."
When the system has completed its search, the message "PAUSE.. HIT
CARRIAGE RETURN TO CONTINUE" appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the-message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-17 shows what fields appear on this query.
CONTRACTS FOR
CONTRACT NUMBER :
OLD CONTRACT # :
LOCATION COOE:
8EGIN DATE:
EMO DATE:
CONTRACT OFFICER
PROJECT OFFICER
Figure 6-17 Contract Name Query
6-17
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How to Query Property Items
6.5.3 Contract Table Query - Bv Contract Officer
To query the PPAS database by Contract Officer, use the following steps:
1. Place the highlight on the third option of the Contract Table Query sub-menu,
and press [ENTER]. The system displays a window that asks for the desired
Contract Officer (22-character limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. The system returns to the sub-menu.)
2. Type in the desired Contract Officer, then press [ENTER]. The system displays
a window that informs you "Query is Executing, Please Wait... "
When the system has completed its search, the message "PAUSE.. HIT
CARRIAGE RETURN TO CONTINUE" appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-18 shows what fields appear on this query.
CONTRACTS FOR CONTRACT OFFICER
CONTRACT NUMBER : OLD CONTRACT # :
LOCATION COOE:
BEGIN DATE: ENO DATE:
CONTRACT OFFICER PROJECT OFFICER
Figure 6-18 Contract Officer Query
6-18
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How to Query Property Items
6.5.4 Contract Table Query - Bv Project Officer
To query the PPAS database by Project Officer, use the following steps:
1. Place the highljght on the fourth option of the Contract Table Query sub-menu,
and press [ENTER]. The system displays a window that asks for the desired
Project Officer (22-character limit).
(NOTE: If you DO NOT wish to query the database at this time, just press
[ESC]. The system returns to the sub-menu.)
2. Type in the desired Project Officer, then press [ENTER]. The system displays
a window that informs you "Query is Executing, Please. Wait..
When the system has completed its search, the message "PAUSE.. HIT
CARRIAGE RETURN TO CONTINUE" -appears at the top of the screen.
3. Press [ENTER]. The system lists the records meeting the query criterion.
4. If there are additional pages, press [ENTER].
(NOTE: You may press [F3] to return to the sub-menu.)
If you have reached the last page, the system displays the message "END-OF-
REPORT".
5. Press [ENTER] to return to the sub-menu.
Figure 6-19 shows what fields appear on this query.
CONTRACTS FOR PROJECT OFFICER
CONTRACT NUMBER
OLD CONTRACT » :
LOCATION CODE:
BEGIN DATE:
ENO DATE:
CONTRACT OFFICER
PROJECT OFFICER
Figure 6-19 Project Officer Query
6-19
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How to Generate Property Item Reports
SECTION 7. HOW TO GENERATE PROPERTY ITEM REPORTS
7.1 THE REPORT MENU
The Local PPAS provides 15 standard printed reports. You can generate these
reports by selecting the sixth option from the Main Menu and pressing [ENTER].
Wnen you do so, you see the message: "Reports Module is Being
Loaded... " Then the Report Menu appears (Figure 7-1).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Report Menu
Accountable Area Reports ; ,V:;
Custodial Area Reports
Miscellaneous Reports
Master Item Code Table Reports
Return to Main Menu
Figure 7-1 Report Menu
As you can see, the Report Menu displays five options. Using the arrow keys, place
the highlight over the desired option, then press [ENTER]. Or you may type the first
letter of the first word of the option and press [ENTER]. (For example, you can
select Accounting Area Reports by typing "A", then pressing [ENTER].)
See Appendix B for samples of all these reports.
7-1
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How to Generate Property Item Reports
12 ACCOUNTABLE AREA REPORTS
NOTE: Since Accountable Area Reports print all records, running these reports can
tie up your computer for long periods of time. Therefore, these reports should be
run on the National PPAS level (see 9 J for how to communicate with the mainframe
for batch reports.)
If you still choose to run these reports on the Local PPAS, select the first option on
the Report Menu and press [ENTER]. The Accountable Area Reports sub-menu
appears (Figure 7-2).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Report Menu
Accountable Are
Custodial Area
Miscellaneous R
Master Item Cod
Return to Main
Accountable Area Reports - Sorted by:
Oecat Number
M.l.C. Nomenclature
Contract Ninter
Manufacturer's Name and Model
Serial Number
Because of the amoint of information that must be processed
In generating a report, the time It takes to generate a
a report may be considerable. Therefore, it is recommended
that these reports be run on the mainframe.
Escape Previous Window
Figure 7-2 Accountable Areas Report Sub-Menu
Accountable Area reports for any of the sort options contain information for owned
and leased property.
Take special note of the warning statement on this screen. Running an Accountable
Area report for any of the sort options will be quite time-consuming.
7.2.1 Generating Accountable Area Reports
To generate any of the Accountable Area reports, place the highlight over the
desired sort option. Then if you wish to generate the report, press the [ENTER] key.
The system displays the message: "Generating Report. . . ". When completed,
the report will be sent directly to the assigned printer. The Accountable Areas
Report sub-menu will be re-displayed.
7-2
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How to Generate Property Item Reports
13 CUSTODIAL AREA REPORTS
If you select the second option on the Report Menu and press [ENTER], the
Custodial Area Reports sub-menu appears (Figure 7-3).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday, July 4, 1991
Report Menu
Accountable Are
Custodial Area
Miscellaneous R
Master Item Cod
Return to Hain
Custodial Area Reports - Sorted by:
Decsi Huraber
M.I.C. Nomenclature
Contract Nunber
Manufacturer's Name and Model
Serial Nunber
Escape - Previous Window
Figure 7-3 Custodial Areas Reports Sub-Menu
All Custodial Area reports contain data for owned and leased property for each of
the five report selections.
7.3.1 Generating Custodial Area Reports
To generate any of the Custodial Area reports:
1. Place the highlight over the desired sort option and press the [ENTER] key. The
system displays a window asking you for tne particular custodial area code to be
selected and printed on the report.
(NOTE: You are advised against entering "ALL" in this field (unless this is
explicitly desired) because of the time required to compile and print a report
consisting of all the possible Custodial Area codes.)
2. Type in the desired Custodial Area code and press [ENTER]. The system
displays the message: "Generating Report..." When completed, the
report will be sent directly to the assigned printer. The Custodial Area Reports
suo-menu will be re-displayed.
7-3
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How to Generate Property Item Reports
7.4 MISCELLANEOUS REPORTS
If you select the third option on the Report Menu and press [ENTER], the
Miscellaneous Reports sub-menu appears (Figure 7-4).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Report Menu
Accountable Area R
Custodial Area Rep
Miscellaneous Repo
Master Item Code T
Return to Main Men
Miscellaneous Reports
Personal Property; Custody; Report::
Dollar Value Simary Report
Range of Voucher Nuifcers
Escape - Previous Window
Figure 7-4 Miscellaneous Reports Sub-Menu
All Miscellaneous Reports contain data for owned and leased property.
7.4.1 Generating A Personal Property Custody Report
To generate a Personal Property Custody Report:
1. Place the highlight over the first option on the Miscellaneous Report sub-menu
and press [ENTER], The system displays a window that asks you for an
Employee ID.
2. Type in the desired Employee ID and press [ENTER]. The system displays the
message: "Generating Report. . When completed, the report will be
sent directly to the assigned printer. The Miscellaneous Reports suD-menu will
be re-displayed.
7.4.2 Generating A Dollar Value Summary Report
To generate a Dollar Value Summary Report:
1. Place the highlight over the second option on the Miscellaneous Report sub-
menu and press [ENTER]. The system displays a window that asks you for a
Custodial Area as selection criteria for the report.
2. Type in the desired Custodial Area and press [ENTER]. The system displays the
message: "Generating Report. . When completed, the report will be
7-4
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How to Generate Property Item Reports
sent directly to the assigned printer. The Miscellaneous Reports sub-menu will
be re-displayed.
7.43 Generating A Ranpe nf Voucher Numbers Report
To generate a Range of Voucher Numbers Report:
1. Place the highlight over the third option on the Miscellaneous Report sub-menu
and press [ENTER]. The system displays a window that asks you to enter the
range for vouchers.
2. Type in the desired First Voucher Number and press [ENTER].
3. Type in the desired Last Voucher Number and press [ENTER]. The system
displays the message: "Generating Report
The system will only select those records within the Voucher Number range you
specified. When completed, the report will be sent directly to the assigned printer.
The Miscellaneous Reports sub-menu will be re-displayed.
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How to Generate Property Item Reports
7.5 Master Item Code Tahle Reports
If you select the fourth option on the Report Menu, the Master Item Code Table
Reports sub-menu will appear (Figure 7-5).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Report Menu
Accountable Area Reports
Miscellaneous R
Master Item Cod
Return to Main
Master 11em Cod* Table Reports - Sorted by:
Hanenclacure
Master I tea Code (M.I.C.)
Escap* Previous Window-
Figure 7-5 Master Item Code Table Sub-Menu
Master Item Code Table reports are sorted either.alphabetically by nomenclature,
or numerically (in descending order) by Master Item Code.
7.5.1 Generating Master Item Code Table Reports
To generate either of the Master Item Code Table reports, place the highlight over
the desired sort option and press [ENTER]. The system displays the message:
"Generating Report. .." When completed, the report will be sent directly to
the assigned printer. The Master Item Code Table Reports sub-menu will be re-
displayed.
7-6
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How to Use the Utilities
SECTION 8. HOW TO USE THE UTILITIES
8.1 INTRODUCTION
The utilities supplied with the Local PPAS include the following:
Backup capability to diskette or Bernoulli cartridge
Restore capability from diskette or Bernoulli cartridge
Adding/Updating PPAS tables
Maintenance/Repair listing of property items
The Barcode Inventory Subsystem
Mass Change capability
Rebuilding the PPAS Database
Formatting a diskette or Bernoulli cartridge
To perform any of these utility functions, select the seventh option from the Main
Menu and press [ENTER]. You see the message: "Utilities Module is Being
Loaded..." Then you see the eight-option Utilities Menu (Figure 8-1).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
UtiIfties Menu
Backup/Res tore' Data :: '/j
Table Maintenance
Maintenance/Repair
Inventory Process
Mass Changes
Rebuild PPAS Database
Format Diskette/Cartridge
Return to Main Menu
Figure 8-1 Utilities Menu
8-1
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How to Use the Utilities
8.2 BACKUP/RESTORE DATA
To perform a backup or restore data, select the first option from the Utilities Menu
ana press [ENTER]. The Backup/Restore Utility sub-menu appears (Figure 8-2).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Restore Data
Table Maintenance
Maintenance/Repair
Inventory Process
Mass Changes
RebuiId PPAS Databasi
Format Diskette/Carti
Return to Main Menu
Backup/Restore utility
Backup Dots to Diskette/BernoulU ;
Restore Data from Diskette/Bernoulli
i
¦idge
Escape - Previous Window
Figure 8-2 Backup/Restore Utility Sub-Menu
8-2
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How to Use the Utilities
8.2.1 Backup Data to Diskette/Bernoulli
To perform a backup, make sure the highlight is positioned over the first option on
the Backup/Restore Utility sub-menu and press [ENTER]. The Backup Options
window (Figure 8-3) shows you three possible drives for your backup.
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Restore Data 8ackip/Restore Utility
Table Maintenance
Maintenance/Repair Backup Data to Diskette/Bernoulli
Inventory Process Ri ili
Mass Changes ¦ Backup Options
Rebuild PPAS Database
Format Oiskette/Cartri Backup. Data From Orive C: to E:
Return to Main Menu Backiq) Data From Drive C: to A:
Backup Data From Drive C: to D:
Escape Previous Window
Figure 8-3 Backup Options Window
NOTE: The drives shown are for 286 computers, where drives D: and E: are the
Bernoulli drives. For 386 computers, E: is the Bernoulli drive and drive D: is a
partition of the hard drive (and there is no C: to D: option).
Select the option you want and press [ENTER].
NOTE: The following instructions are written as if you selected the second option:
"Backup Data From Drive C: to A:". If you select other options, you see messages
similar to those below. The exact wording of the messages will vary also depending
on what version of DOS your computer has.
You see the message: "Place diskette in drive A for first part of
backup. Strike a key when ready...11 Place a formatted diskette in drive
A and close the drive door. Press a key.
You see the message:
Warning! Files in the target drive
A:\ root directory will be erased
Strike any key when ready
Press a key. You see the message:
*** Backing up files to drive A: ***
Diskette Number: 01
8-3
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How to Use the Utilities
You now see a listing of the files as they are backed up. If more than one diskette
is needed for the backup, you will be asked to change diskettes.
Next, you see the message: "Place diskette in drive A for second part
of backup. Strike a key when ready..." Place a formatted diskette in
drive A and close the drive door. Press a key.
You see the message:
Warning! Files in the target drive
A:\ root directory will be erased
Strike any key when ready
Press a key. You see the message:
*** Backing up files to drive A: ***
Diskette Number: 01
You now see a listing of the files as they are backed up. If more than one diskette
is needed for the backup, you will be asked to change diskettes.
Finally, you see the message: "Place diskette in drive A for third
part of backup, strike a key when ready..." Place a formatted
diskette in drive A and close the drive door. Press a key.
You see the message:
Warning! Files in the target drive
A:\ root directory will be erased
Strike any key when ready
Press a key. You see the message:
*** Backing up files to drive A: ***
Diskette Number: 01
You now see a listing of the files as they are backed up. If more than one diskette
is needed for the backup, you will be asked to change diskettes.
When the backup is complete, you see the message: "Data Backup has
completed. Press ENTER to Continue." Press [ENTER]. You are
returned to the Utilities Menu.
The Backup utility allows you to make a copy of all necessary Local PPAS databases.
This copy is used to protect against a loss 01 data due to hardware failure or operator
error. Should a loss of data occur, use the backup diskette to restore the database
to the structure that existed when the backup was made. Because the restored
database does not reflect anv changes made since the last backup, you should backup
on a regular basis, especially when many changes are made.
Although it is possible to download data from the National PPAS, this method of
recovering data should only be used when data cannot be recovered from a local
backup. Do not rely on downloading to recover lost data since it can be time-
consuming and cannot be used to recover local data elements.
8-4
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How to Use the Utilities
Because of the differences in storage capacity between the hard disk drive and
diskettes, a backup from the hard disk drive may require more than one diskette.
PPAS indicates when this occurs, and instructs you to insert another diskette. For
ease when restoring the database (should this be necessary) number the diskettes in
the order they are created. Label your diskettes with a title, the date, then the
number "01", 02", etc.
There should be two sets of backup diskettes or Bernoulli cartridges. Backup the
system first on diskette set one. The second backup performed should use diskette
set two. When you do the next backup, re-use the first diskette set. Backing-up data
in this manner helps to ensure that if one diskette set is corrupted, you may be able
to salvage most 01 the data by using the other diskette set.
8.2.2 Restore Data from Diskette/Bernoulli
This utility permits you to restore Local PPAS databases after a hardware failure or
any serious error that results in a loss of data. To restore data, you need only have
the backup Bernoulli cartridge or diskette(s) inserted in the proper drive.
First select the first option on the Utilities Menu and press [ENTER]. Then select
the second option from the Backup/Restore Utility suD-menu (see Figure 8-2) and
press [ENTER]. The Restore Options window in Figure 8-4 appears.
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
UtiIi ties Menu
Backup/Restore Data Backup/Restore Utility
Table Maintenance
Maintenance/Repair Backup Data to Diskette/Bernoulli
Inventory Process Ri ii
Mass Changes » Restore Options -
Rebuild PPAS Database
Format Diskette/Cartri Restore Oata From Drive E: to C:
Return to Main Menu Restore Data From Drive A: to C:
Restore Data From Drive D: to C:
Escape - Previous Window
Figure 8-4 Restore Options Window
NOTE: The drives shown are for 286 computers, where drives D: and E: are the
Bernoulli drives. For 386 computers, E: is the Bernoulli drive and drive D: is a
partition of the hard drive (and there is no D: to C: option).
8-5
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How to Use the Utilities
Select the drive you are restoring from and press [ENTER].
NOTE: The following instructions are written as if you selected the second option:
"Restore Data From Drive A: to C:\ If you select other options, you see messages
similar to those below. The exact wording of the messages will vary also depending
on what version of DOS your computer has.
You see the message; "Enter diskette for first part of restore.
Strike a key when ready..." Press a key. You see the message: "Insert
backup diskette 01 in drive A: Strike any key when ready"
Insert the backup diskette 01 of your most recent backup into Drive A and close the
drive door. Press a key. You see the message: "*** Files were backed up
MM-DD-YYYY ***¦ (where MM-DD-YYYY is the date you last backed up). You
then see the message:
*** Restoring files from drive A: ***
Diskette: 01
You see a list of the files as they are restored. If you need
to change diskettes, you will asked to do so. When the
restore is complete, you are returned to the Utilities Menu.
NOTE: When restoring data from drive A: to the hard disk, YOU MUST RESTORE
THE BACKUP DISKETTES IN THEIR PROPER ORDER (if the backup required
more than one diskette).
8-6
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How to Use the Utilities
8.3 TABLE MAINTENANCE
To perform maintenance to the various tables in the Local PPAS, select the second
option from the Utilities Menu and press [ENTER]. The Table Maintenance Menu
appears (Figure 8-5).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July A, 1991
Utilities Menu
Backup/Restor
Table Hainten
Maintenance/R
Inventory Pro
Mass Changes
Rebuild PPAS
Format Oi sleet
Return to Hair
Table Maintenance
Custodial Area
Contract Nunber
Master Item Code Vulnerability
Sensitive I ten Employees
i Menu
Escape Previous Window
Figure 8-5 Table Maintenance Menu
There are four tables that can be maintained:
Custodial Area table
Contract Number table
Master Item Code Vulnerability table
Sensitive Item Employees table
Various edits performed in the Local PPAS require custodial area, contract number,
and/or employee identification. If you try to enter a value that is not present in
these tables, PPAS will not accept tne value. In order to have the value accepted,
you will have to add the value to the particular table associated with that edited Field.
8-7
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How to Use the Utilities
83.1 Custodial Area Table
If you wish to add, update, or delete data on the Custodial Area table, select the first
option on the Table Maintenance Menu and press [ENTER]. A window appears
that asks for the Custodial Area. Type the desired CustodiaJ Area ana press
[ENTER] for press [F3] to exit to the Table Maintenance Menu). The Custodial
Area - Ada window appears (Figure 8-6).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Restor
Table Mainten
Maintenance/R
I
M
R
F
R
Table Maintenance
Custodial Area
Custodial Area - Add
Custodial
Area:
Custodial
Officer:
Custodial
Location:
Custodial
Org Code:
Custodial
Org Name:
Remarks:
Enter - Add
F2 - Cancel
F3 - Exit
Figure 8-6 Custodial Area - Add Window
8.3.1.1 Adding Data to the Custodial Area Table
If the Custodial Area does not exist, you will be adding a Custodial Area to the
table. Enter the appropriate data in the applicable fields of the window. Press
[TAB] to advance the cursor to the next field (DO NOT press [ENTER]). When you
nave completed entering the necessary data, press [ENTER] to add the data to the
Custodial Area table. You are returned to the Custodial Area window.
Pressing [F2] will cancel and take you back to the Custodial Area window. Pressing
[F3] will exit you to the Table Maintenance Menu.
8-8
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How to Use the Utilities
83.1.2 Updating or Deleting Data on the Custodial Area Table
If the Custodial Area you enter already exists in the PPAS database, you see the
Custodial Area - Update window (Figure 8-7).
PERSONAL PROPERTY ACCOUNTABILITY SUBSYSTEM
Thursday July A, 1991
Utility Menu
Backup/Restor
Table Hainten
Haintenance/R
I
M
R
F
R
Table Maintenance
Custodial Area
Custodial Area - Update
Custodial
Area:
Custodial
Officer:
Custodial
Location:
Custodial
Org Code:
Custodial
Org Name:
Remarks:
Enter - Update
F1 - Delete
F2 - Cancel
F3 - Exit
Figure 8-7 Custodial Area - Update Window
You may update by making the necessary changes to any fields. Press [TAB] to
advance the cursor to the next field (DO NOT press [ENTER]). When you have
completed entering or altering the necessary data, press [ENTER] to update the
Custodial Area table. You are returned to the Custodial Area window.
You may also delete an existing custodial area record by pressing [Fl], (Be aware
that this deletes the entire record, not just a single field of the record). A message
will appear at the bottom of the screen that "DELETION OF custodial AREA
XXX IS COMPLETE. " (where XXX is the Custodial Area).
Pressing [F2] will cancel and take you back to the Custodial Area window. Pressing
[F3] will exit you to the Table Maintenance Menu.
8-9
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How to Use the Utilities
8.3.2 Contract Number Table
If you wish to add or update data on the Contract Number table, select the second
option from the Table Maintenance Menu and press [ENTER]. A window appears
that asks for the Contract Number. Type the desired Contract Number ana press
[ENTER] (or press [F3] to exit to the Table Maintenance Menu). The Contract
Number - Ada window appears (Figure 8-8).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
1
B
T
Contract Nunber - Add
Old Contact Number:
Location:
M
Contract Name:
I
Address:
M
R
City:
State: Zip:
F
Begin Date:
End Date:
R
Desc:
I
Contr Ofcr:
Proj Ofcr:
Contr Phone:
Proj Phone:
Contr Mai I:
Proj Mail:
Rem:
Enter * Add F2 - Cancel F3 - Exit
Figure 8-8 Contract Number - Add Window
8.3.2.1 Adding Data to the Contract Number Table
If the Contract Number does not exist, you will be adding a Contract Number to the
table. Enter the appropriate data in the applicable fields of the window. Press
TAB] to advance the cursor to the next field (DO NOT press [ENTER]). When you
lave completed entering the necessary data, press [ENTERl to add the data to the
Contract Number table. You are returned to the Contract Number window.
Pressing [F2] will cancel and take you back to the Contract Number window.
Pressing [F3] will exit you to the Table Maintenance Menu.
8-10
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How to Use the Utilities
83.2.2 Updating Data in a Contract Number Table
If the Contract Number you enter already exists in the PPAS database, you see the
Contract Number - Update window (Figure 8-9).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Contract
Nunber Update
Old Contact Nuifcer:
Location:
Contract Name:
Address:
City:
State: Zip:
Begin Date:
End Date:
Desc:
Contr Ofcr:
; Pro] Ofcr:
Contr Phone:
Pro) Phone:
Contr Mail:
Proj Mail:
Ren:
Enter Update F2 - Cancel F3 - Exit
Figure 8-9 Contract Number - Update Window
You may update by making the necessary changes to any fields. Press [TAB] to
advance the cursor to the next field (DO NOT press [ENTER]). When you have
completed entering or altering the necessary data, press [ENTER] to update the
Contract Number table. You are returned to the Contract Number window.
Pressing [F2] will cancel and take you back to the Contract Number window.
Pressing [F3] will exit you to the Table Maintenance Menu.
8-11
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How to Use the Utilities
8.3.3 Master Item Code Vulnerability Table
If you wish to update the Master Item Code Vulnerability table, select the third
option on the Taole Maintenance Menu. A window appears that asks for the Master
Item Code Number. Type the desired Master Item Code Number and press
[ENTER] (or press [F3] to exit to the Table Maintenance Menu). The Master Item
Code Vulnerability window appears (Figure 8-10).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Bsckup/Restor Table Maintenance
Table Mainten
Maintenartce/R Custodial Area
Inventory Pro Contract Umber
Mass Changes Master Item Code Vulnerability
Master Item Code Vulnerability
Master Item Code:
Vulnerability Code:
Enter - Process F2 - Cancel F3 - Exit
Figure 8-10 Master Item Code Vulnerability Window
Type in the Vulnerability Code you wish to change to. Press [ENTER] to update the
record. You are returned to the Master Item Code Number window.,
NOTE: The Vulnerability Code can only be updated if the Master Item Code
Number already exists (that is, if it has been downloaded from the National PPAS).
Records cannot be added or deleted from the Master Item Code Vulnerability table
at the Local PPAS level. The Vulnerability Codes are not listed here because they
may differ from one accountable area to the next. See your Local System
Administrator for the values.
Pressing [F2] will cancel and take you back to the Master Item Code Number
window. Pressing [F3] will exit you to the Table Maintenance Menu.
8-12
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How to Use the Utilities
83.4 Sensitive Item Employees Table
If you wish to add, update, or delete data on the Sensitive Item Employee table,
select the fourth option from the Table Maintenance Menu and press [ENTER]. A
window appears that asks you for the Employee ID Number. Type the desired
employee identification number and press jENTER] (or press [FjJ to exit to the
Taole Maintenance Menu). The Sensitive Item Employees - Add window appears
(Figure 8-11);
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Restor
Table Mainten
Haintenance/R
Inventory Pro
Haas Changes
Rebuild PPAS
Format Disket
Return to Mai
Table Maintenance
Custodial Area
Contract Information
Master Item Code Vulnerability
Se,
Sensitive I tea Employees - Add
Employee 10 Number:
Employee Last Name:
Employee First Name:
Sensitive Remarks:
Enter - Add
F2 - Cancel
F3 - Exit
Figure 8-11 Sensitive Item Employees - Add Window
8.3.4.1 Adding Data to the Sensitive Item Employees Table
If the employee identification number does not exist, you will be adding an Employee
ID number to the table. Enter the appropriate data in the applicable fields of the
window. Press [TAB]- to advance tne cursor to the next field (DO NOT press
[ENTER]). When you have completed entering the necessary data, press [ENTER]
to add the data to the Sensitive Item Employees table.
Pressing FF21 will cancel and take you back to the Employee ID Number window.
Pressing [F3] will exit you to the Table Maintenance Menu.
8-13
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How to Use the Utilities
8.3.4.2 Updating or Deleting Data on the Sensitive Item Employee Table
If the employee identification number you enter already exists in the PPAS database,
you see the Sensitive Item Employees - Update window (Figure 8-12).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Restor
Table Mainten
Maintenance/R
Inventory Pro
Mass Changes
Rebut Id PPAS
Format Oisket
Return to Mai
Table Maintenance
Custodial Area
Contract Information
Master Item Code Vulnerability
Se
Sensitive Item Employees - Update
Employee 10 Nurber:
Employee Last Name:
Employee First Name:
Sensitive Remarks:
Enter - Update
F1 - Delete
F2 - Cancel
F3 - Exit
Figure 8-12 Sensitive Item Employees - Update Window
You may update by making the necessary changes to any field. Press [TAB] to
advance the cursor to the next field (DO NOT press [ENTER]). When you have
completed entering or altering the necessary data, press [ENTER] to update the
Sensitive Item Employees table. You are returned to Employee ID Number window.
You may also delete an existing employee identification number record by pressing
[Fl]. (be aware that this deletes the entire record, not just a single field of the
record). A message will appear at the bottom of the screen that "DELETION OF
EMPLOYEE ID # XXXXXXXXXXX IS COMPLETE." (where XXXXXXXXXXX
is the Employee ID Number).
Pressing
Pressing
F2
F3
will cancel and take you back to the Employee ID Number window,
will exit you to the Table Maintenance Menu.
8-14
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How to Use the Utilities
8.4 MAINTENANCE/REPAIR
If a property item requires maintenance or repair, and you wish to record this data
in the Local PPAS, select the third option on the Utilities Menu and press [ENTER].
A window appears that asks for the Maint/Repair - Decal Number (Figure 8-13).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Restore Data
Table Maintenance
Maintenance/Repair
Inventory Process
Mass Changes
Rebuild PPAS Database
Format Diskette/Cartri
Return to Main Menu
Maint/Repair Cecal Nirnber:
Enter - Process F3 - Exit
Figure 8-13 Maintenance/Repair - Decal Number Window
Type the decal number and press [ENTER] (or press [F3] to return to the Utilities
Menu).
8-15
-------
How to Use the Utilities
If the decal exists in the Local PPAS database, the Maintenance Date window
appears (Figure 8-14). Otherwise you see the error message: "Decal Number
999999 not found in database."
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Restore Data
Table Maintenance
Maintenance/Repair
Inventory Process
Mass Changes
RebuiId PPAS Database
Format Diskette/Cartri
Return to Main Menu
Maint/Repair - Decal Number:
Maintenance Date
(MMODYY)
Enter new date or existing
to update information
Enter - Process
F2 - Cancel
F3 - Exit
Figure 8-14 Maintenance Date Window
8-16
-------
How to Use the Utilities
8.4.1 Adding a Maintenance/Repair Record
To add a maintenance/repair record for an existing decal, twe the new date and
press [ENTER]. A window appears: Maintenance/Repair ofltem - Add (Figure
8-15).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEH
Thursday July k, 1991
Utilities Menu
Backup/Restore Data
Table Maintenance
Maintenance/Repair of Item -
Add
Decal Muifcer:
Account Area:
Custodial Area:*
Maintenance Date:
(KMODYY)
Repair Cost:
Remarks:
Enter - Save F2 - Cancel F3 - Exit
Figure 8-15 Maintenance/Repair of Item - Add Window
Type the Repair Cost and any Remarks you have on this item. Press [TAB] to
advance the cursor to the next field (DO NOT use [ENTER]). When you have
completed entering the necessary data, press [ENTER] to save the record. You see
the message "Repair has been saved."
Pressing [F2] will cancel and take you back to the Maint/Repair - Decal Number
window. Pressing [F3] will exit you to the Utilities Menu.
8-17
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How to Use the Utilities
8.4.2 Updating a Maintenance/Repair Record
To update a maintenance/repair record for an existing decal, type the date of the
desired existing record and press [ENTER]. The Maintenance/Repair of Item -
Update window appears (Figure 8-16).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utl llties Menu
Backup/Restore Data
Table Maintenance
Maintenance/Repair of.Item - Update
Cecal Muifcer:
Account Area: Custodial Area:
Maintenance Date:
(mDDYY)
Repair Cost:
Remarks:
Enter - Save F2 Cancel F3 - Exit
Figure 8-16 Maintenance/Repair of Item Update Window
Change the data as needed. Press [TAB] to advance the cursor to the next field (DO
NOT use [ENTER]). When you have completed changing the necessary data, press
[ENTER] to save tne record. You see the message "Repair has been saved. "
Pressing [F2] will cancel and take you back to the Maint/Repair - Decal Number
window. Pressing [F3] will exit you to the Utilities Menu.
If you want to view the maintenance/repair history of items, run the Repair History
report.
8-18
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How to Use the Utilities
8.5 INVENTORY PROCESS
To create an inventory you must follow three steps:
Record property items with a Barcode Reader.
Transfer this data from the Barcode Reader to a data file on your
computer.
Compare the data file created from the Barcode Reader with the
PPAS database and reconcile the two.
8.5.1 Recording Property Items with a Barcode Reader
To record property items, follow these steps:
1. On the Barcode Reader, press the [ON] key. The words PERSONAL PROPERTY
appear.
NOTE: The Barcode Reader automatically turns ofT after 45 seconds of non-use.
2. Press [ENTER]. The words CUSTODIAL AREA appear. In the space provided,
type the custodial area you are going to inventory. Press [ENTER].
3. Next, you see the words ROOM No. and ITEM No. In the space provided, type
the room number you are going to inventory. Press [ENTER].
4. To enter the ITEM No., scan with the laser (or hand enter) all barcode decals
on all property items located in that room.
NOTE: If the decal is scanned properly, you will hear two beeps from the
Barcode Reader. Otherwise, there is an error and you need to re-scan (or you
may re-enter the decal by hand).
5. When you have inventoried all property in a room, press [FUNC] then [X], This
returns you to the CUSTODIAL AREA screen.
6. When you are finished with a custodial area (or just finished for now), press
[FUNC] then [X]. Press [FUNC] then [X] again. This returns you to the
PERSONAL PROPERTY screen.
The Barcode Reader file will contain your data in the following form:
XXX001
ROOM87
189360
457219
261407
XXX002
12 3 WT
678432
917568
etc.
Custodial Area is 001
Room Number is 87
Decal number is 189360
Decal number is 457219
Decal number is 261407
Custodial Area is 002
Room Number is 12 3 in the West Tower
Decal number is 678432
Decal number is 917568
8-19
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How to Use the Utilities
NOTES ON USING THE BARCODE READER:
1. When you enter the Custodial Area, you enter only three characters. However,
in the actual Barcode Reader data file, the Custodial Area will show as three Xs
then the Custodial Area.
2. The Room Number must be entered and must be six characters. However, you
may use the [SPACE] key (also called the [SKIP] key). For example, you want
to enter Room 123 in the West Tower. You press [1], [2], [3], [SPACE], [W] and
m-
3. Every time you go to another room to inventory, you must re-enter the Custodial
Area as well as the new Room Number. To do this, remember to press [FUNC]
then [X].
4. The MSI Barcode Reader will store approximately 3,500 six-character barcode
entries.
WARNING: Enter your data carefully, making certain to put Custodial Areas and
Room Numbers. Be careful to inventory each property item and to do each item
only once.
8-20
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How to Use the Utilities
8.5.2 Transferring Data from the Barcode Reader to a Data File
WARNING: Do not continue unless the printer is connected and ready, because
three reports are automatically sent to the printer. If you do not run these three
reports now (Duplicate Decal Report, Inventory Overage Report, and Area
Discrepancy Report), you will not be able to get the full report at a later time.
Once all data is entered into the Barcode Reader, the data must be transferred to
a data file on your computer. This is done in order to use the data with the
Inventory Process utility in PPAS. This process allows you to compare the data of
your Barcode Reader inventory to the data on your Local PPAS system and process
the data into the reports that you need.
1. Make sure the Barcode Reader is on and at the PERSONAL PROPERTY
screen.
2. Attach the cable from your Barcode Reader to a serial port of your computer.
3. If you want to save the data file from the Barcode Reader on a floppy diskette,
place a formatted diskette (labeled with a title and date) in the A disk drive.
4. On your computer, exit to DOS.
C: \> appears on your computer monitor.
5. Type "INVNTORY" and press [ENTER]. (This command prepares the system to
transfer the data from the Barcode file.) This gives you CrossTalk on your
screen.
6. Next, a screen comes up automatically with a list of "Available command
files". Type the option number for MSI. Press [ENTER].
MSI Ready, appears on your monitor.
7. Press [F4] on your keyboard to transfer the Barcode Reader data. This key
automatically names the incoming file.
NOTE: This will turn on the capture file, and CrossTalk will show this in the
status line at the bottom of the screen. If CrossTalk does not show that the
capture file is on, start over with step 4.
8. Press the [SEND} button on the Barcode Reader three times to send the data to
your computer. The Barcode Reader will beep three times and count the records
as they are being processed and your computer monitor will scroll them.
9. Once all the data is transferred to your computer, the Barcode reader will beep
twice and the following message appears on the Barcode Reader:
UPLOAD COMPLETE. HIT ANY KEY
and on the computer monitor the following message appears:
Command?
8-21
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How to Use the Utilities
10. If you have data from more than one Barcode Reader, press [ENTER] on the
computer. Then connect the cable of the next Barcode Reader to your computer
and press the [SEND] button three times.
11. When data from all Barcode Readers is transferred, to your computer, press
[ESC] then [F5] on the computer to turn the capture off. The following message
appears on your monitor:
Capture file successfully written. Press [ENTER]
Press [ENTER]. The Barcode Reader data is automatically transferred by PPAS
to the CrossTalk (XTALK>) directory on your computer.
12. Press [F6] to exit CrossTalk. The PPAS Main Menu appears.
13. Select the last option "Exit System" and press [ENTER] to exit to DOS.
15. At the C: \> Type "CD XTALK".
14. At the C:\XTALK> Type "COPY BARCODER.DAT A:XXXXXXXX" (where
XXXXXXXX is the name you choose for this file. Choose a name that is
descriptive of up to eight characters.) Press [ENTER].
15. Next, type "DIR A:" to check that the file was copied and is now on your floppy
diskette. You should see the file listed.
16. Type "PPAS" to re-enter the PPAS.
8-22
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How to Use the Utilities
8.53 Comparing the Data File with the PPAS Database
Next, you must compare the data file from the Barcode Reader with the PPAS
database to see if there are any differences between the two. You do this so that you
know what changes have occurred since the last inventory and what items must be
reconciled before the next inventory. The Inventory Process utility is used to help
you do this.
From the Main Menu, select the seventh option and press [ENTER]. You see the
message: "Utilities Subsystem is Being Loaded..." Then the Utilities
Menu appears.
Select the fourth option from the Utilities Menu and press [ENTER], The Inventory
Menu appears (Figure 8-17).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Uti I ities Menu
Backup/Restor
Table Mainten
Inventory Menu
Maintenance/R
Inventory Pro
Mass Changes
Rebuild PPAS
Format Disket
Return to Mai
Run 1nvfthtory;(Process Barcode Data)
Inventory Overages Report
Inventory Oate Reports Menu
Custodial Area Discrepancy Report
Reconciliation Process
Escape Previous Uindou
Figure 8-17 Inventory Menu
8-23
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How to Use the Utilities
8.5.3.1 Run Inventory (Process Barcode Data)
When you select the first option on the Inventory Menu and press [ENTER], the
Inventory Cycle Date window appears (Figure 8-18).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
8ackup/Restor
Table Hainten
Maintenance/R
Inventory Pro
Mass Changes
RebuiId PPAS
Format Disket
Return to Mai
Inventory Menu
Run Inve
Inventor
Inventor
Custodia
ReconciI
Active Inventory Cycle Date:
New Inventory Cycle Date : ...
Format: MMDDYY
Once entered, the Inventory Cycle Date
must not be changed until a new cycle
is start.
Press Enter To Begin Process
Escape ¦ Previous Window
Figure 8-18 Inventory Cycle Date Window
You may use this window to:
1. Select the current active Inventory Cycle Date (just press [ENTER]), or
2. Type in a new Inventory Cycle Date. Dates are typed in MMDDYY format.
(For example: July 4, 1991 becomes 070491.) Press [ENTER]. You should
enter a new Inventory Cycle Date only if you are starting an inventory cycle.
(You should not enter a new Inventory Cycle Date unless you are told to do so.)
Whatever date you enter remains on the records until the next inventory cycle.
WARNING: Do not change to a new Inventory Cycle Date until all decals have been
read into Barcode Readers, processed, and reconciled for that inventory cycle. Any
time this Inventory Cycle Date is changed, a new inventory cycle is begun and all old
inventory data is overwritten.
Once you press [ENTER], you start the process that compares decals of the data file
created from the Barcode Reader against the PPAS database and accumulates data
for the following categories:
1. Match - the decal and custodial area in the database are the same as those in the
Barcode Reader file.
2. Duplicate - the Barcode Reader file has more than one instance in which the
decal number and the custodial area are the same. (The room numbers may
differ.)
8-24
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How to Use the Utilities
3. Shortage - a decal in the PPAS database in not in the Barcode Reader file.
4. Overage - a decal not in the PPAS database is included in the Barcode Reader
file.
5. Discrepancy - a decal has different custodial areas in the PPAS database and the
Barcode Reader file.
For all decal/custodial area matches (unless discrepancies are found) the process
initiated by this option updates the following information: Inventory Date,
Reconciliation Date, and Room Number.
Three reports are automatically generated and printed: the Duplicate Decal Report
the Inventory Overage Report, and the Area Discrepancy Report. The Duplicate
Decal Report is created in a temporary file during the inventory process from
Barcode aecals read twice in either the same Barcode file or witnin the same
inventory cycle. You cannot rerun the Duplicate Decal Report, but you can run the
other reports from the Inventory Menu.
8.5.3.2 Inventory Overages Report
When you select the second option on the Inventory Menu and press [ENTER], the
Inventory Overage Report will be printed.
This report lists all decals from the Barcode Reader file that are not in the database.
In the process of the inventory vou must reconcile these with the database. To
reconcile you must go to the Purcnase Order voucher and find out when the item was
purchased. If it was purchased before the current Inventory Cycle Date, go to the
Main Menu and choose the first option to update. Enter the current date in the
Reconciliation Date field in the PPAS Optional Fields Screen.
8-25
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How to Use the Utilities
8.5.3.3 Inventory Date Reports Menu
When you select the third option from the Inventory Menu and press [ENTER], the
Inventory Date Reports Menu appears (Figure 8-19).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Restor
Table Mainten
Maintenance/R
Inventory Pro
Mass Changes
Rebuild PPAS
Format Disket
Return to Hai
Inventory Menu
Ru
In
In
Cu
Re
Inventory Date Reports
Match Listing
Shortage Listing (Board of Survey)
Discrepancy Listing
Decals where inventory date is less than supplied date
Decals where inventory date is equal to supplied date
Decals where inventory date is greater than supplied date
Escape - Previous Window
Figure 8-19 Inventory Date Reports Menu
This menu allows you to print listings for the following:
Match Listing
This report lists all decals in the PPAS database PPAS.FOC which contain an
Inventory Date that equals the Reconciliation Date.
Shortage Listing (Board of Survey)
This report lists all decals in the PPAS database which are not contained in the
Barcode Reader file.
Discrepancy Listing
This report lists those decals contained in the PPAS.FOC database and the Barcode
Reader file which have the same Decal Number but different Custodial Areas.
Decals where Inventory Date is Less than Supplied Date
This report lists those decals in the PPAS.FOC database which contain an Inventory
Date less than a date you supply.
Decals where Inventory Date is Equal to Supplied Date
This report lists those decals in the PPAS.FOC database which contain an Inventory
Date wnich is equal to a date you supply.
8-26
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How to Use the Utilities
Decals where Inventory Date is Greater than Supplied Date
This report lists those decals in the PPAS.FOC database which contain an Inventory
Date which is greater than a date you supply.
NOTE: When you select any of these options and press [ENTER], a window asks
you for the Custodial Area. Type in the desired Custodial Area, then press
[ENTER]. (If you do not specify a particular Custodial Area, a report is generated
for all Custodial Areas.) If you select any of the last three options, you see another
window will ask you to supply a date. Type the date you want in MMDDYY format.
(For example July 4, 1991 becomes 070491.) After specifying the date, press
[ENTER]. Next, you see a message telling you that the report is being generated.
The report will then be printed.
Now you can proceed to reconcile the discrepancies between the Barcode Reader
data file and tne PPAS database. This option also prints decal lists by inventory date
and allows you to account for mistakes you may have made in entering different
dates.
8.53A Custodial Area Discrepancy Report
When you select the fourth option of the Inventory Menu and press [ENTER], the
Custodial Area Discrepancy Report will be printea. This report lists all decals that
have custodial area discrepancies. This means that the decal number in the Barcode
Read data file and the PrAS database match, but the two records contain different
custodial areas. Now take each of these Custodial Area discrepancies and figure out
which is the correct Custodial Area for each decal before you go on to use the
Reconciliation Process option.
8-27
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How to Use the Utilities
8.5.3.5 Reconciliation Process
After you print the Custodial Area Discrepancy Report, select the fifth option on the
Inventory Menu and press [ENTER] to reconcile custodial area discrepancies for
each decal on the report. The Custodial Area Discrepancy Reconciliation window
appears (Figure 8-20).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utiliti
i
Custodial Area Discrepancy Reconciliation
Backup/Restor
Table Mainten
Maintenance/R
Inventory Pro
Mess Changes
RebuiId PPAS
Format Di sleet
Return to Mai
Oecal Nuitoer :
Inventoried Custodial Area :
Inventoried Room Nurber :
Database Inventory Data
Current Custodial Area :
Current Room Nunber :
ReconciIiation Date :
F3 - Exit Enter - Process
Figure 8-20 Custodial Area Discrepancy Reconciliation Window
Each discrepancy from the report will appear. The custodial area and room number
from the Barcode Reader appear in tne upper portion of the window, while the
custodial area and roqm number from the PPAS database appear in the lower
portion of the window.
The opportunity is now presented to reconcile discrepancies. A record's custodial
area, room number, and/or reconciliation date may be changed at this time as
needed. (The reconciliation date should be the last Inventory Cycle Date or the
current date in MMDDYY format.) Press [TAJB1 to advance the cursor between
fields and press [ENTER] to reconcile the item. Tne next Decal record information
for reconciliation will appear on the screen. This record reconciliation process
should be performed for all decals contained in the Custodial Area Discrepancy
Report.
8-28
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How to Use the Utilities
8.6 MASS CHANGES
To perform mass changes in the Local PPAS, select the fifth option on the Utilities
Menu and press [ENTER]. The Mass Change Utility Menu appears (Figure 8-21).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Resto
Table Hainte
Maintenance/
Inventory Pr
Mas* Changes
RebuiId PPAS
Format Diske
Return to Ma
Mass Change Utility
By Custodial Area
By Contract Number
Immediate - By Custodial Area
Immediate - 8y Contract Nunber
Immediate - By Master Item Code Nurber
'
Escape - Previous Window
Figure 8-21 Mass Change Utility Menu
A mass change is very powerful. You can change property records from one value
to another value for custodial area, contract number, or Master Item Code Number.
WARNING: IT IS STRONGLY RECOMMENDED THAT YOU FIRST BACKUP
THE DATABASE (see 82).
Backing-up the database will allow a mistake to be rectified by restoring the old
database. The Mass Changes option will change every record whose status is normal
from the old code to the new code.
PLEASE BE VERY CAREFUL WHEN USING THIS OPTION.
Any of the immediate options will perform the mass change and then display each
changed record for review and update. (This also allows you to change otner fields
when, for example, the Room Number changes as well as the Custodial Area.) The
update function is identical to the update in the add/update (see Section 2) except
that [F2] will give you the next decal in your mass cnange.
8-29
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How to Use the Utilities
8.6.1 Custodial Area Mass Change
To perform the custodial area mass change, that is, to move all items from one
custodial area to another, select the first option on the Mass Change Utility Menu
and press [ENTER]. The Mass Change Custodial Area window appears (Figure 8-
22).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Resto
Table Mainte
Maintenance/
Inventory Pr
Mass Changes
Rebuild PPAS
Format Oiske
Return to Ma
Mass Change Utility
By Custo
By Contr
Immediat
Immediat
Immediat
Mass Change - Custodial Area
Old Custodial Area:
New Custodial Area:
Caution: It is very difficult to recover from mass
change mistakes. Therefore, backup the
database before using, this function.
Escape - Previous Window
Figure 8-22 Mass Change Custodial Area Window
Type the Old Custodial Area and press [ENTER]. Then type the New Custodial
Area and press [ENTER] to process the mass change. You see the messages:
"Validating Please Wait..." and "Finding all records with the
old Custodial Area.and "Changing records to new Custodial
Area..." When the mass change is completed, you are returned to the Mass
Change Utility Menu.
NOTE: Mass Changes will not change records that were previously marked for
transfer (STATUS = T) and will leave them in the old Custodial Area until the
transfer is completed. This also applies to Excess and Surplus records.
8-30
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How to Use the Utilities
8.6.2 Contract Number Mass Change
To perform the contract number mass change, select the second option on the Mass
Change Utility Menu and press [ENTER]. This is done if a contract number is
updated. The Mass Change - Contract Number window appears (Figure 8-23).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Resto
Table Mainte
Maintenance/
Inventory Pr
Mass Changes
RebuiId PPAS
Format Diske
Return to Ma
Mass Change Utility
By Custo
By Contr
Immediat
Inmediat
Immediat
Mass Change - Contract Number
Old Contract Murber:
Hew Contract Murber:
Caution: It is very difficult to recover from mass
change mistakes. Therefore, backup the
database before using this function.
Escape - Previous Window
Figure 8-23 Mass Change - Contract Number Window
Type the Old Contract Number and press [ENTER]. Type the New Contract
Number and press [ENTER]. You see the message: "Validating Please
Wait..." and "Finding all records with the Old Contract
Number..." When the mass change is completed, you are returned to the Mass
Change - Contract Number window. Press [ESC] to return to the Mass Change
Utility Menu.
8-31
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How to Use the Utilities
8.6.3 Immediate Mass Changes
If you wish to make mass changes and to review each record that has been changed,
select from the immediate options on the Mass Change Utility Menu. These options
give you the capability to make mass changes, then modify any changes made.
Modify a record immediately if you decide the record should not have been changed.
You can choose the following mass changes along with a review/update capability
of each record modified:
Custodial Area
Contract Number
Master Item Code Number
The immediate mass change windows for Custodial Area and Contract Number are
the same as those used when making mass changes (see 8.6.1 and 8.6.2). After you
have entered the old and new Custodial Areas or Contract Numbers, you see the
message: "Validating Please Wait..." and "Loading update module
with records..." Each record is then displayed after the mass change is made.
Update any record as needed, press [F10] to save, then press [F2] to review the next
record. Once you have reviewed all records, press [F3] to return to the Mass Change
Utility Menu.
8-32
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How to Use the Utilities
To perform the immediate mass change by Master Item Code, select the last option,
on the Mass Change Utility Menu. Tne Mass Change - Master Item Code window
appears (Figure 8-24).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backcp/Resto
Table Mainte
Maintenance/
Inventory Pr
Mass Changes
Rebuild PPAS
Format Diske
Return to Ma
Mass Change Utility
By Custo
By Contr
Imnediat
Imnediat
Imnediat
Mass Change - Master Item Code
Old Master I tea Code:
. Mew Master Item Code:
Caution: It is very difficult to recover from mass
change mistakes. Therefore, backup the
database before using this function.
Escape - Previous Window
Figure 8-24 Mass Change - Master Item Code Window
Type the Old Master Item Code and press [ENTER]. Type the New Master Item
Code and press [ENTER]. After you have entered the old and new Master Item
Codes, you see the message: "Validating Please Wait..and "Finding
all records with the old Master Item Code..." and "Loading
update module with records..." Each record is then displayed after the
mass change is made. Update any record as needed, press [F10] to save, then press
[F2] to review the next record. Once you have reviewed all records, press [F3] to
return to the Mass Change Utility Menu.
8-33
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How to Use the Utilities
8.7 REBUILD PPAS DATABASE
This utility allows you to rebuild the PPAS database in a correct physical and logical
order, thereby improving its efficiency and performance. When records are added
to the database, they are merely appended to the "end" (after the last added record).
Likewise, a deleted record is merely flagged as deleted, and is still maintained in the
database, thereby taking up storage space. Rebuilding the database rewrites the
database by placing added records in proper sequence (thereby improving system
speed) ana permanently deletes records flagged as "deleted" (thereby freeing up
valuable storage space in the database).
To rebuild the PPAS database, select the sixth option on the Utilities Menu and
press [ENTER]. The Select Rebuild Destination window appears (Figure 8-25).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Uti I i ties Menu
Backup/Restore Data
Table Maintenance
Maintenance/Repair
Inventory Process
Mass Changes
RebufId PPAS Database
Format Diskette/Cartr
Return to Main Menu
Select Rebuild Destination
Hard Disk
Escape Previous Window
Figure 8-25 Select Rebuild Destination Window
To rebuild the PPAS database, press [ENTER].
NOTE: It is suggested that you rebuild the PPAS database monthly or as necessary
due to system failure.
8-34
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How to Use the Utilities
Next a warning window appears to remind you to backup your database (Figure 8-
26).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup
Table
Mainto
Invent
Mass C
Rebut I
Format
Return
This procedure removes deleted records and reorganizes the
physical structure to correspond to the logical order of
the database. In doing so, it creates temporary files and
rewrites the database. Therefore, if the PPAS database has
not been backed-up, exit and run the Backip procedure, then
run Rebuild.
Press Enter to Continue or Escape to Exit
Escape ¦ Previous Window
Figure 8-26 BackUp Warning Window
If you have not backed-up your Local PPAS database recently, DO SO NOW (see
8.2.1 for specific instructions). If you have backed-up, press [ENTER].
The system will ask you to please wait as it checks to determine if there is enough
free aisk or cartridge space to initiate the rebuild process.
8-35
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How to Use the Utilities
If there is sufficient space, the screen shown in Figure 8-27 appears.
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/
Table M
Hainten
Invento
Mass Ch
Rebuild
Format
Return
The amount of free disk space has been checked and it was
determined that there is enough free disk space to
execute the rebuild procedure.
Press Enter to Continue, Escape to Cancel
Figure 8-27 Enough Free Disk Space Window
With this screen displayed, press [ENTER], You will see a message that PPAS is
"Rebuilding the PPAS database on Hard Disk or Cartridge
Please Wait... When completed, you are returned to the Rebuild Destination
window.
NOTE: If there is NOT sufficient storage space (remember, there must be space for
the original database flies and the temporary flies created during the rebuilding
process), you will see a message that informs you of this problem and suggests that
you contact your System Administrator.
8-36
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How to Use the Utilities
8.8 FORMAT DISKETTE/CARTRIDGE
This utility gives you the ability to format a diskette or Bernoulli cartridge without
having to exit the PPAS.
To use the formatting utility, select the seventh option from the Utilities Menu and
press [ENTER]. The PPAS Format Utility sub-menu appears (Figure 8-28).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Utilities Menu
Backup/Restore Data
Table Maintenance
Maintenance/Repair
Inventory Process
Mass Changes
Rebuild PPAS Database
Format Diskette/Cartr
Return to Main Menu
PPAS Format Utility
Format Cartridge in Drive E:
dge
Escape - Previous Window
Figure 8-28 PPAS Format Utility Sub-Menu
8.8.1 Format Diskette in Drive A:
To format a 5 1/4-inch diskette in drive A, first insert the diskette in the proper disk
drive. Then select the first option on the PPAS Format Utility sub-menu and press
[ENTER]. You see the message:
Insert new diskette for drive A:
and strike ENTER when ready
Insert your diskette in drive A and press [ENTER]. Your diskette will be formatted.
Next, you see the message:
Format complete
Format another (Y/N)?
Type "Y" and press [ENTER] if you want to format another diskette. Put the new
diskette in drive A and press [ENTER].
Type "N" and press [ENTER] if you are finished. You are returned to the Main
Menu.
8-37
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How to Use the Utilities
8.8.2 Format Cartridge In Drive E:
When formatting Cartridges, you will see messages similar to those for formatting a
diskette. Just follow the instructions on screen.
8-38
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How to Communicate with the National PPAS Mainframe
SECTION 9. HOW TO COMMUNICATE WITH THE NATIONAL PPAS
MAINFRAME
To participate in the weekly National PPAS update, each Local PPAS contains
programs to perform data upload and download. Uploading sends data files from
the Local PPAS to the National PPAS. Downloading sends data files to the Local
PPAS from the National PPAS. You should initiate communication between the
Local and National PPAS at least twice a week.
It is recommended that you upload your local files to the National PPAS mainframe
by Thursday, and that you download only after the National PPAS update has
successfully completed. TTie National PPAS update is normally scheduled to run on
Thursday evenings. The PPAS National System Administrator is responsible for
conducting the National PPAS update. Instructions will appear on the National
PPAS Message Board requesting that you not download from the National PPAS
mainframe until further notice if the update has not successfully completed.
It is strongly suggested that a backup copy be made of your local database at least
twice a week, altnough it may be conducted more frequently if preferred (see 8.2).
Make your backups before every upload and after every download to the National
PPAS mainframe.
Not all accountable areas utilize the same communications procedure to connect with
the National PPAS mainframe. This chapter contains instructions given as a general
guide for connecting to the National PPAS mainframe.
Communication with the National PPAS mainframe allows you to:
Upload data transactions to the mainframe
Download data transactions from the mainframe to your local system which
may include transferred items, excess or surplus records
Submit (request) batch reports
Download the most current Master Item Code (MIC) Table to your local
PPAS
9-1
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How to Communicate with the National PPAS Mainframe
9.1 HOW TO UPLOAD TO THE NATIONAL PPAS MAINFRAME
To upload to the National PPAS mainframe, you must know your: DIAL-UP
PHONE NUMBER, USER ID, PASSWORD, ACCOUNT NUMBER,
PROCEDURE NAME, FIMAS ID, BIN NUMBER, and REMOTE PRINTER ID.
This information is available from your Local PPAS System Administrator or from
the PPAS National System Administrator who may be contacted at (FTS) 260-2424.
To begin the communication process with the National PPAS mainframe, select the
eighth option from the Main Menu and press [ENTER]. You see the message:
"Communications Module is Being Loaded. . ." Then the Communications
Menu appears (Figure 9-1).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July A, 1991
Last Successful Upload
Date: 07/04/91
Time: 18:00:00
Cotrmunicat ions Menu
0irect Dial PCito Hainfraa» ;;
Ready Files and Dial Mainframe
Return to Main Menu
Figure 9-1 Communications Menu
As you can see, this screen displays a date/time stamp of the last successful upload,
as well as the three-option Communications Menu.
WARNING: Make certain that you check the date and time stamp to be sure that
it matches the last successful upload. If it does not, see your Local PPAS System
Administrator. Errors may occur if this problem is not corrected.
You should select the second option and press [ENTER] if you have: added,
updated, deleted, transferred, or entered data via the Barcode Reader since the last
date/time stamp. This will ready your files for uploading (that is, convert them to
standard ASCII format). (If you have already readied your files, select the first
option to upload or run reports.)
9-2
-------
How to Communicate with the National PPAS Mainframe
You see the message: "Readying Decal Information For Upload..."
Next, a window appears: Print PPAS Exception Report? (Figure 9-2).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Last Successful Upload
Date: 07/04/91
Time: 18:00:00
Print PPAS Exception Report?
Communications Yes..
j,
Direct Dial PC to Mai
Ready Files and Dial Mainframe
Return to Main Menu
Figure 9-2 Print PPAS Exception Report Window
If you wish to print the PPAS Exception Report at this time, select the "Yes" option
and press [ENTER]. Your printer must be on-line. This report lists any stored
Local PPAS records below $1,000.
However, if you wish only to ready your files for uploading, select the "No" option,
and press [ENTER].
9-3
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How to Communicate with the National PPAS Mainframe
Your files are now readied for uploading. You see messages informing you that the
following is being readied: Accounting Information, Deleted Decal Information,
Deleted Accounting Information, Transfer Property Information, and Excess/Surplus
Property Information. Once this process is completed, you see a window telling you
that the PPAS files have been prepared for uploading (Figure 9-3).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEH
Thursday July 4, 1991
Last Success
1
PPAS file have been prepared for uploading to
the mainframe. At this point, the upload
process can be done now or at a later time.
Date: 07
Time: 18
Ccntnun
Dial Mainfraaie and Transait Data to National PPAS::
Direct Dial
Ready Files
Return to Ha
Return to Ccxmuni cat ions Menu
n Menu
Figure 9-3 PPAS Files Prepared for Uploading Window
Select the first option and press [ENTER].
Now you must make the connection from your computer to the National PPAS
mainframe. Different accountable areas will have different DIAL-UP PHONE
NUMBERS.
STEP 1. Type your DIAL-UP PHONE NUMBER (for example: ATDT5555555)
ana press [ENTER]. This will appear on-screen in double echo (for
example: AATTDDTT55555555555555).
NOTE: You must have the [NUM LOCK] key ofT (for 286 computers)
and the [CAPS LOCK] key on when dialing.
Connection is made when the number 10 (usually) appears in the first
character spaces of the top left of your monitor.
STEP 2. Press [ENTER]. (It may be necessary to press [ENTER] several times.)
You see the message: WELCOME TO THE ENVIRONMENTAL
PROTECTION AGENCY HEADQUARTERS DATA SWITCH
STEP 3. When you see: YOUR SELECTlON?> type "IBMPSI" (or whatever your
Local System Administrator says to use to log-on to the mainframe) and
press [ENTER], (Double echo will appear on-screen.)
9-4
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How to Communicate with the National PPAS Mainframe
NOTE: Do STEP 3 immediately. If you delay, a message tells you that
you took too much time. If this occurs, see 9.6.2 for further instructions.
Connected, will appear on the screen if you are successful.
Wait until the screen displays your U.S. EPA selections.
STEP 4. When you see: SELECTION? type the letter for the option TSO - NCC
and press [ENTER]
STEP 5. Type your USER ID and press [ENTER]
STEP 6. Type your PASSWORD and press [ENTER]
STEP 7. Type your ACCOUNT NUMBER (or type for PPAC) and press
[ENTER]
STEP 8. Type your PROCEDURE NAME (or type for SEPATSO) and press
[.ENTER]
STEP 9. Type your FIMAS ID (or type for PPSYP) and press [ENTER]
STEP 10. Type your BIN NUMBER (or type "*") and press [ENTER]
NOTE: If the asterisk key is struck incorrectly in STEP 7 through STEP
10, it may be necessary to enter all information manually.
A list of News Alerts will be displayed. To view a News Alert, see 9.6.3
for instructions. Please view News Alerts as they give you needed current
information about PPAS.
NOTE: If your password is due to expire, a message will be displayed.
To update your password, see 9.6.4 for instructions.
STEP 11. Type "PPAS" and press [ENTER] after you see the word READY.
The National PPAS Message Board will appear. The date and status of
the last update will be displayed. You should read the message board and
follow any special instructions given before continuing.
Next, a series of questions will be displayed one at a time. All of these
questions must be answered before the system will begin to perform the
selected function(s).
Certain users have been given the ability to query, by decal, National
PPAS records. Those users that have been given this ability should note
that the National PPAS will ask only those users to query National PPAS
records.
Since you are uploading, answer the series of questions as follows:
STEP 12. Type "N" and press [ENTER] DO YOU WISH TO QUERY
if you are a user who can DECALS ON NAT PPAS?
query by decal
9-5
-------
How to Communicate with the National PPAS Mainframe
STEP 13. Type "N" and press [ENTER] DO YOU WISH TO SUBMIT ANY
BATCH REPORTS?
STEP 14. Type "N" and press [ENTER] DO YOU WISH THE
EXCESS/SURPLUS REPORTS?
STEP 15. Type "N" and press [ENTER] DO YOU WISH TO DOWNLOAD THE
MIC TABLE?
STEP 16. Type "Y" and press [ENTER] DO YOU WISH TO UPLOAD AND/OR
DOWNLOAD DATA?
You see the message: YOUR DATA WILL BE UPLOADED TO THE
NATIONAL DATABASE AND/OR DOWNLOADED TO YOUR PC.
STEP 17. Type "N" and press [ENTER] DO YOU WISH TO TRANSFER DATA
TO BE DOWNLOADED?
STEP 18. Type "NM and press [ENTER] DO YOU WISH SURPLUS DATA TO
BE DOWNLOADED?
STEP 19. Type your ACCOUNTABLE AREA and press [ENTER]
You see the message: NOW UPLOADING YOUR DATA FOR NATIONAL
PPAS UPDATE.
Depending on how large your database is and the number of records
entered/updated, this process may be time consuming. Once completed,
you see the message: THIS PPAS NATIONAL SESSION HAS ENDED.
STEP 20. Type "LOGOFF' and press [ENTER] after you see the word READY.
STEP 21. After you see ****** press and hold the [CTRLl key while you press
[END} to exit the National PPAS mainframe ana return to the Local
PPAS.
9-6
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How to Communicate with the National PPAS Mainframe
The If Any Errors window appears (Figure 9-4).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday, July 4, 1991
Last Success
"
If any errors occurred during this process,
select 'Yes' to re-attempt transmitting. If no
errors occurred, select the 'No* option.
Date: 07
Time: 18
Conmun
Yea
NO
Direct Dial
Ready Files
Return to Ha
n Menu
Figure 9-4 If Any Errors Window
If you experienced any errors, select the "Yes" option and press JENTER]. You will
then have the opportunity to attempt to upload again. (See 9.0.5 for instructions.)
If you select "No" and press [ENTER], the upload is complete. You see the message:
"Processing Any Available Data Files..." then the message: "Ready
Printer for Accept/Reject Transfer Reports..." Make sure your
printer is on-line. Two reports will be printed: Accepted Transfer Records Report
by Highest Decal Number, and Rejected Transfer Records Report by Highest Decal
Number. You will be returned to the Communications Menu.
If you have any questions or problems, contact the PPAS National System
Administrator at (FTS) 260-2424.
WARNING: If you have errors and type "N", the date and time stamp will change,
indicating that you had a successful update. This will cause you to miss sending
data.
9-7
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How to Communicate with the National PPAS Mainframe
9.2 HOW TO DOWNLOAD FROM THE NATIONAL PPAS MAINFRAME
To download from the National PPAS mainframe, you must know your: DIAL-UP
PHONE NUMBER, USER ID, PASSWORD, ACCOUNT NUMBER,
PROCEDURE NAME, FIMAS ID, BIN NUMBER, and REMOTE PRINTER ID.
This information is available from your Local PPAS System Administrator or from
the PPAS National System Administrator who may be contacted at (FTS) 260-2424.
To begin the communication process with the National PPAS mainframe, select the
eighth option from the Main Menu and press [ENTER], You see the message:
"Communications Module is Being Loaded...". Then the
Communications Menu appears (Figure 9-5).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Last Successful Upload
Date: 07/04/91
Time: 18:00:00
Communications Menu
Direct Dial PC to Mainframe
Ready Files and Dial Mainframe
Return to Main Menu
Figure 9-5 Communications Menu
As you can see, this screen displays a date/time stamp of the last successful upload,
as well as the three-option Communications Menu.
You should select the second option and press [ENTERJ. (NOTE: To do a
download, you will first be uploading.) This will ready your files for uploading (that
is, convert them to standard ASCII format. If you have already readied your riles,
select the first option.)
9-8
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How to Communicate with the National PPAS Mainframe
You see the message: "Readying. Decal Information For Upload..."
Next, a window appears: Print PPAS Exception Report? (Figure 9-6).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Last Successful Upload
Date: 07/04/91
Time: 18:00:00
Print PPAS Exception Report?
Communications its-.
No-
Direct Dial PC to Mai'
Ready Files and Dial Mainframe
Return to Main Menu
Figure 9-6 Print PPAS Exception Report Window
If you wish to print the PPAS Exception Report at this time, select the "Yes" option
and press [ENTER]. Your printer must be on-line. This report lists any stored
Local PPAS records below $1,000.
However, if you wish only to ready your files for uploading and proceed to
downloading,.select the "No" option, and press [ENTER].
9-9
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How to Communicate with the National PPAS Mainframe
Your files are now readied for uploading. You see messages informing you that the
following is being readied: Accounting Information, Deleted Decal Information,
Deleted Accounting Information, Transfer Property Information, and Excess/Surplus
Property Information. Once this process is completed, you see a window telling you
that the PPAS files have been prepared for uploading (Figure 9-7).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Last Success
1
PPAS file have been prepared for uploading to
the mainframe. At this point, the upload
process can be done now or at a later time.
Oate: 07
Time: 18
Corrmun
Dial Mainframe and Transmit Data to National PPAS:
Direct Dial
Ready Fi les
Return to Ma
Return to Carcnunieat ions Menu
n Menu
Figure 9-7 PPAS Files Prepared for Uploading Window
Select the first option and press [ENTER].
Now you must make the connection from your computer to the National PPAS
mainframe. Different accountable areas will have different DIAL-UP PHONE
NUMBERS.
STEP 1. Type your DIAL-UP PHONE NUMBER (for example: ATDT5555555)
ana press [ENTER]. This will appear on-screen in double echo (for
example: AATTDDTT55555555555&5).
NOTE: You must have the [NUM LOCK] key off (for 286 computers)
and the [CAPS LOCK] key on when dialing;
Connection is made when the number 10 (usually) appears in the first
character spaces of the top left of your monitor.
STEP 2. Press [ENTER]. (It may be necessary to press [ENTER] several times.)
You see the message: WELCOME TO THE ENVIRONMENTAL
PROTECTION AGENCY HEADQUARTERS DATA SWITCH
STEP 3. When you see: YOUR SELECTION?> type "IBMPSI" (or whatever your
Local System Administrator says to use to log-on to the mainframe) and
press [ENTER]. (Double echo will appear on-screen.)
9-10
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How to Communicate with the National PPAS Mainframe
NOTE: Do STEP 3 immediately. If you delay, a message tells you that
you took too much time. If this occurs, see 9.6.2 for further instructions.
Connected. will appear on the screen if you are successful.
Wait until the screen displays your U.S. EPA selections.
STEP 4. When you see: SELECTION? type the letter for the option TSO - NCC
and press [ENTER],
STEP 5. Type your USER ID and press [ENTER]
STEP 6. Type your PASSWORD and press [ENTER]
STEP 7. Tyjje^our ACCOUNT NUMBER (or type for PPAC) and press
STEP 8. j!^e PROCEDURE NAME (or type for SEPATSO) and press
STEP 9. Type your FIMAS ID (or type for PPSYP) and press [ENTER]
STEP 10. Type your BIN NUMBER (or type "*") and press [ENTER]
NOTE: If the asterisk key is struck incorrectly in STEP 7 through STEP
10, it may be necessary to enter all information manually.
A list of News AJerts will be displayed. To view a News Alert, see 9.6.3
for instructions. Please view News Alerts as they give you needed current
information about PPAS.
NOTE: If your password is due to expire, a message will be displayed.
To update your password, see 9.6.4 for instructions.
STEP 11. Type "PPAS" and press [ENTER] after you see the word READY.
The National PPAS Message Board will appear. The date and status of
the last update will be displayed. You should read the message board and
follow any special instructions given before continuing.
Next, a series of questions will be displayed one at a time. All of these
questions must be answered before the system will begin to perform the
selected function(s).
Certain users have been given the ability to query, by decal, National
PPAS records. Those users that have been given this ability should note
that the National PPAS will ask only those users to query National PPAS
records.
Since you are downloading, answer the series of questions as follows:
STEP 12. Type "N" and press [ENTER] DO YOU WISH TO QUERY
if you are a user who can DECALS ON NAT PPAS?
query by decal
9-11
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How to Communicate with the National PPAS Mainframe
STEP 13. Type "Y" and press [ENTER] DO YOU WISH TO SUBMIT
ANY BATCH REPORTS?
You see. the message: YOU WILL HAVE THE OPPORTUNITY TO
CHOOSE WHICH REPORTS IN A MOMENT.
STEP 14. Type "Y" and press [ENTER] DO YOU WISH THE
EXCESS/SURPLUS REPORTS?
You see the message: YOU will have the OPPORTUNITY TO
CHOOSE WHICH REPORTS IN A MOMENT.
STEP 15. Type "N" and press [ENTER] DO YOU WISH TO DOWNLOAD THE
MIC TABLE?
STEP 16. Type "Y" and press [ENTER] DO YOU WISH TO UPLOAD AND/OR
DOWNLOAD DATA?
You see the message: YOUR DATA WILL BE UPLOADED TO THE
NATIONAL DATABASE AND/OR DOWNLOADED TO YOUR PC.
STEP 17. Type "Y" and press [ENTER] DO YOU WISH TRANSFER DATA
TO BE DOWNLOADED?
You see the message: TRANSFER RECORDS WILL BE DOWNLOADED TO
YOUR PC.
STEP 18. Type "Y" and press [ENTER] DO YOU WISH SURPLUS DATA TO
BE DOWNLOADED?
You see the message: EXCESS/SURPLUS DATA WILL BE DOWNLOADED
TO YOUR PC.
You see the message: the following information must be
OBTAINED FOR PPAS REPORTS. ANSWER EACH QUESTION
FOLLOWED BY PRESSING THE ENTER KEY.
STEP 19. Type your ACCOUNTABLE AREA and press [ENTER]
STEP 20. Type your REMOTE PRINTER ID and press [ENTER]
9-12
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How to Communicate with the National PPAS Mainframe
STEP 21. Type your BIN NUMBER and press [ENTER]. The PPAS Batch Report
Menu appears (Figure 9-8).
PPAS BATCH REPORT MENU
THE REPORTS AVAILABLE ARE:
1>
OWNED PROPERTY BY DECAL
2>
OWNED PROPERTY BY ITEM CODE, DECAL
3>
OWNED PROPERTY BY CUST001AL AREA, DECAL
4>
OWNED PROPERTY BY CUSTOOIAL AREA, ITEM CODE, DECAL
5>
LEASED PROPERTY BY DECAL
6>
LEASED PROPERTY BY ITEM COOE, DECAL
7>
LEASED PROPERTY 3Y CUSTOOIAL AREA, DECAL
8>
LEASED PROPERTY 9Y CUSTOOIAL AREA, ITEM COOE, DECAL
9>
DELETED DECAL REPORT
X>
FINISHED SUBMITTING REPORTS
Figure 9-8 PPAS Batch Report Menu
STEP 22. When you see: which report would you like?> type the option
number and press [ENTER] for each desired batch report.
STEP 23. Type "X" and press [ENTER] when you are finished submitting batch
reports.
9-13
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How to Communicate with the National PPAS Mainframe
STEP 24. Next, the PPAS Excess/Surplus Report Menu appears (Figure 9-9).
PPAS EXCESS/SURPLUS REPORT MENU
THE REPORTS AVAILA8LE ARE:
1> EXCESS PROPERTY BY ITEM COOE, CUSTODIAL AREA, DECAL
2> EXCESS PROPERTY BY CUSTOOIAL AREA, ITEM COOE, CECAL
3> SURPLUS PROPERTY BY ITEM COOE, CUSTOOIAL AREA, CECAL
4> SURPLUS PROPERTY BY CUSTOOIAL AREA, ITEM COOE, OECAL
X> FINISHED SUBMITTING REPORTS
Figure 9-9 PPAS Excess/Surplus Report Menu
STEP 25. When you see: WHICH REPORT WOULD YOU LIKE?> type the option
number and press [ENTER] for each desired report.
STEP 26. Type "X" and press [ENTER] when you are finished submitting
excess/surplus reports.
You see the message: NOW UPLOADING YOUR DATA FOR NATIONAL
PPAS UPDATE.
Depending on how large your database is and the number of records
entered/updated, this process may be time consuming. Once completed,
you see the message: THIS NATIONAL PPAS session HAS ended.
NOTE: You should not leave your computer while the download is
processing.
STEP 27. Type "LOGOFF' and press [ENTER] after you see the word READY.
STEP 28. After you see ****** press and hold the [CTRL] key while you press
[END] to exit the National PPAS mainframe and return to the Local
PPAS.
9-14
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How to Communicate with the National PPAS Mainframe
The If Any Errors window appears (Figure 9-10).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday, July 4, 1991
Ls9t Success
1
If any errors occurred during this process,
select 'Yes' to re-attempt transmitting. If no
errors occurred, select the 'No' option.
Date: 07
Time: 18
Corrraun
No
Direct Dial
Reedy F iIes
Return to Ha
n Menu
Figure 9-10 If Any Errors Window
If you experienced any errors, select the "Yes" option and press [ENTER], You will
then have the opportunity to attempt to upload and download again. (See 9.6.5 for
instructions.)
If you select the "No" option and press [ENTER], the download is complete. You
see the message: "Processing Any Available Data Files..." then the
message: "Ready Printer for Accept/Reject Transfer Reports..."
Make sure your printer is on-line. Two reports will be printed: Accepted Transfer
Records Report oy Highest Decal Number, and Rejected Transfer Records Report
by Highest Decal Number. However, any batch reports or excess/surplus reports you
requested must be picked up at your remote printer site. You will be returned to the
Communications Menu.
If you have any questions or problems, please contact the PPAS National System
Administrator at (FTS) 260-2424.
WARNING: If you have errors and type "N", the date and time stamp will change,
indicating that you had a successful update. This will cause you to miss sending
data.
9-15
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How to Communicate with the National PPAS Mainframe
9.3 REQUESTING REPORTS FROM THE NATIONAL PPAS MAINFRAME
If you require additional reports other than those requested during the weekly
download process, you may ao so by simply dialing direct to the National PPAS
mainframe. To request reports from tne National PPAS mainframe use the following
steps:
STEP 1. Select the first option from the Communications Menu "Direct Dial PC to
Mainframe" ana press [ENTER]. (It is not necessary to ready the files.)
You see the message: Readying for Communications
Connection...
STEP 2. Type your DIAL-UP PHONE NUMBER (for example: ATDT5555555)
ana press [ENTER]. This will appear on-screen in double echo (for
example: AATTDDTT5555555555$555).
NOTE: You must have the [NUM LOCK] key off (for 286 computers)
and the [CAPS LOCK] key on when dialing.
Connection is made when the number 10 (usually) appears in the first
character spaces of the top left of your monitor.
STEP 3. Press [ENTER]. (It may be necessary to press [ENTER] several times.)
YOU see the message: WELCOME TO THE ENVIRONMENTAL
PROTECTION AGENCY HEADQUARTERS DATA SWITCH
STEP 4. When you see: YOUR SELECTION?> type "IBMPSI" (or whatever your
Local System Administrator says to use to log-on to the mainframe) and
press [ENTER], (Double echo will appear on-screen.)
NOTE: Do STEP 4 immediately. If you delay, a message tells you that
you took too much time. If this occurs, see 9.6.2 for further instructions.
Connected, will appear on the screen if you are successful.
Wait until the screen displays your U.S. EPA selections.
STEP 5. When you see: SELECTION? type the letter for the option TSO - NCC
and press [ENTER]
STEP 6. Type your USER ID and press [ENTER]
STEP 7. Type your PASSWORD and press [ENTER]
STEP 8. ^our ACCOUNT NUMBER (or type for PPAC) and press
STEP 9. ^our PROCEDURE NAME (or type for SEPATSO) and press
STEP 10. Type your FIMAS ID (or type """ for PPSYP) and press [ENTER]
STEP 11. Type your BIN NUMBER (or type "*") and press [ENTER]
9-16
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How to Communicate with the National PPAS Mainframe
NOTE: If the asterisk key is struck incorrectly in STEP 8 through STEP
11, it may be necessary to enter all information manually.
A list of News Alerts will be displayed. To view a News Alert see 9.6.3
for instructions. Please view News Alerts as they give you needed current
information about PPAS.
NOTE: If your password is due to expire, a message will be displayed.
To update your password, see 9.6.4 for instructions.
STEP 12. Type "PPAS" and press [ENTER] after you see the word READY.
The National PPAS Message Board will appear. The date and status of
the last update will be displayed. You should read the message board and
follow any special instructions given before continuing.
Next, a series of questions will be displayed one at a time. All of these
questions must be answered before the system will begin to perform the
selected function(s).
Certain users have been given the ability to query, by decal, National
PPAS records. Those users that have been given this ability should note
that the National PPAS will ask only those users to query National PPAS
records.
Answer the following questions in order to select the desired reports:
STEP 13. Type "N" and press [ENTER] DO YOU WISH TO QUERY
if you are a user who can DECALS ON NAT PPAS?
query by decal
STEP 14. Type "Y" and press [ENTER] DO YOU WISH TO SUBMIT ANY
BATCH REPORTS?
You see the message: YOU WILL HAVE THE OPPORTUNITY TO
CHOOSE WHICH REPORTS IN A MOMENT.
STEP 15. Type "Y" and press [ENTER] DO YOU WISH THE
EXCESS/SURPLUS REPORTS?
You see the message: YOU will have THE opportunity to
CHOOSE WHICH REPORTS IN A MOMENT.
STEP 16. Type "N" and press [ENTER] DO YOU WISH TO DOWNLOAD THE
MIC TABLE?
STEP 17. Type "N" and press [ENTER] DO YOU WISH TO UPLOAD AND/OR
DOWNLOAD DATA?
You see the message: THE FOLLOWING INFORMATION MUST BE
OBTAINED FOR PPAS REPORTS. ANSWER EACH QUESTION
FOLLOWED BY PRESSING THE ENTER KEY.
STEP 18. Type YOUR ACCOUNTABLE AREA and press [ENTER]
STEP 19. Type your REMOTE PRINTER ID and press [ENTER]
9-17
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How to Communicate with the National PPAS Mainframe
STEP 20. Type your BIN NUMBER and press [ENTER]. The PPAS Batch Report
Menu appears (Figure 9-11).
PPAS BATCH REPORT MENU
THE REPORTS AVAILABLE ARE:
1>
OWNED PROPERTY BY DECAL
2>
OWNED PROPERTY BY ITEM CODE, DECAL
3>
OWNED PROPERTY BY CUSTOOIAL AREA, DECAL
4>
OWNED PROPERTY BY CUSTOOIAL AREA, ITEM COOE, DECAL
5»
LEASED PROPERTY BY DECAL
6>
LEASED PROPERTY BY ITEM COOE, DECAL
7>
LEASED PROPERTY BY CUSTOOIAL AREA, DECAL
a>
LEASED PROPERTY BY CUSTOOIAL AREA, ITEM COOE, DECAL
9>
DELETED DECAL REPORT
x>
FINISHED SUBMITTING REPORTS
Figure 9-11 PPAS Batch Report Menu
STEP 21. When you see: WHICH REPORT WOULD YOU LIKE?> type the option
number and press [ENTER] for each desired batch report.
STEP 22. Type "X" and press [ENTER] when you are finished submitting batch
reports.
9-18
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How to Communicate with the National PPAS Mainframe
STEP 23. Next, the PPAS Excess/Surplus Report Menu appears (Figure 9-12).
PPAS EXCESS/SURPLUS REPORT MENU
THE REPORTS AVAILABLE ARE:
1> EXCESS PROPERTY BY ITEM COOE, CUSTODIAL AREA, CECAL
2> EXCESS PROPERTY BY CUSTCOIAL AREA, ITEM CCOE, CECAL
3> SURPLUS PROPERTY BY ITEM COOE, CUST001AL AREA, DECAL
;> SURPLUS PROPERTY BY CUSTOOIAL AREA, ITEM COOE, DECAL
X> FINISHED SUBMITTING REPORTS
Figure 9-12 PPAS Excess/Surplus Report Menu
STEP 24. When you see: WHICH REPORT would you LIKE?> type the option
number and press [ENTER] for each desired report.
STEP 25. Type "X" and press [ENTER] when you are finished submitting
excess/surplus reports. You see the message: THIS PPAS NATIONAL
SESSION HAS ENDED.
STEP 25. Type "LOGOFF' and press [ENTER] after you see the word READY.
STEP 26. After you see ****** press and hold the [CTRL] key while you press
[END] to exit the National PPAS mainframe ana return to the Local
PPAS.
9-19
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How to Communicate with the National PPAS Mainframe
A window appears: Did you upload data during this session? (Figure 9-13).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Last Successful Upload
Date: 07/04/91
Time: 18:00:00
Comnuni cat ions Menu
Direct Dial PC to Mainframe
Ready Files and 0
Return to Main Me
Did you upload data during this session?
No
Yes
Figure 9-13 Did You Upload Data During This Session? Window
Select the "No" option and press [ENTER].
9-20
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How to Communicate with the National PPAS Mainframe
Next, the Download Information window appears (Figure 9-14).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Last Success
1
* If batch reports uere run, they will be printed
at your remote printer when processing is
complete.
* If the H.I.C. Table was downloaded it processed
for use by the PPAS system at this time.
Press Enter to Continue
Date: 07
Time: 18
Conmjn
Direct Dial
Ready Files
Return to Ha
n Me
Did you upload data during this session?
Mo
Yes
Figure 9-14 Download Information Window
STEP 27. Press [ENTER]. Anv batch reports or excess/surplus reports you
requested must be picked up at your remote printer site. You will be
returned to the Communications Menu.
If you have any questions or problems, contact the PPAS National System
Administrator at (FTS) 260-2424.
9-21
-------
How to Communicate with the National PPAS Mainframe
9.4 DOWNLOADING THE MASTER ITEM CODE (MIQ TABLE
IT IS ONLY NECESSARY TO DOWNLOAD THE MASTER ITEM CODE
TABLE WHEN INSTRUCTED BY THE PPAS NATIONAL SYSTEM
ADMINISTRATOR THROUGH THE NATIONAL PPAS MESSAGE BOARD.
The process of downloading the Master Item Code Table results in updating your
local PPAS database with the most current Master Item Code Table available.
After downloading the Master Item Code table, you may receive an error when trying
to access the local PPAS. If this occurs, it may be necessary to recompile your
database. Contact the PPAS National System Administrator for instructions before
proceeding.
To download the Master Item Code Table, you may do so by simply dialing direct
to the National PPAS mainframe. To do this:
STEP 1. Select the first option from the Communications Menu "Direct Dial PC to
Mainframe" ana press [ENTER]. (It is not necessary to ready the files.)
You see the message: Readying for Communications
Connection...
STEP 2. Type your DIAL-UP PHONE NUMBER (for example: ATDT5555555)
ana press [ENTER]. This will appear on-screen in double echo (for
example: AATTDDTT55555555555^55).
NOTE: You must have the [NUM LOCK] key off (for 286 computers)
and the [CAPS LOCK] key on when dialing.
Connection is made when the number 10 (usually) appears in the first
character spaces of the top left of your monitor.
STEP 3. Press [ENTER]. (It may be necessary to press [ENTER] several times.)
You see the message: welcome to THE ENVIRONMENTAL
PROTECTION AGENCY HEADQUARTERS DATA SWITCH
STEP 4. When you see: YOUR SELECTION?:* type "IBMPSI" (or whatever your
Local System Administrator says to use to log-on to the mainframe) and
press [ENTER]. (Double echo will appear on-screen.)
NOTE: Do STEP 4 immediately. If you delay, a message tells you that
you took too much time. If this occurs, see 9.6.2 for further instructions.
Connected, will appear on the screen if you are successful.
Wait until the screen displays your U.S. EPA selections.
STEP 5. When you see: SELECTION? type the letter for the option TSO - NCC
and press [ENTER]
STEP 6. Type your USER ID and press [ENTER]
STEP 7. Type your PASSWORD and press [ENTER]
9-22
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How to Communicate with the National PPAS Mainframe
STEP 8. Type your ACCOUNT NUMBER (or type for PPAC) and press
[ENTER]
STEP 9. Type your PROCEDURE NAME (or type for SEPATSO) and press
[ENTER]
STEP 10. Type your FIMAS ID (or type for PPSYP) and press [ENTER]
STEP 11. Type your BIN NUMBER (or type "") and press [ENTER]
NOTE: If the asterisk key is struck incorrectly in STEP 8 through STEP
11, it may be necessary to enter all information manually.
A list of News Alerts will be displayed. To view a News Alert see 9.6.3
for instructions. Please view News Alerts as they give you needed current
information about PPAS.
NOTE: If your password is due to expire, a message will be displayed.
To update your password, see 9.6.4 for instructions.
STEP 12. Type "PPAS" and press [ENTER] after you see the word READY.
The National PPAS Message Board will appear. The date and status of
the last update will be displayed. You should read the message board and
follow any special instructions given before continuing.
Next, a series of questions will be displayed one at a time. All of these
questions must be answered before the system will begin to perform the
selected function(s).
Certain users have been given the ability to query, by decal, National
PPAS records. Those users that have been given this ability should note
that the National PPAS will ask only those users to query National PPAS
records.
Answer the following questions in order to download the Master Item
Code Table:
STEP 13. Type "N" and press [ENTER] DO YOU WISH TO QUERY
if you are a user who can DECALS ON NAT PPAS?
query by decal
STEP 14. Type "N" and press [ENTER] DO YOU WISH TO SUBMIT ANY
BATCH REPORTS?
STEP 15. Type "N" and press [ENTER] DO YOU WISH THE
EXCESS/SURPLUS REPORTS?
STEP 16. Type "Y" and press [ENTER] DO YOU WISH TO DOWNLOAD THE
MIC TABLE?
You see the message: THE ITEM CODE TABLE WILL BE DOWNLOADED
TO YOUR PC
STEP 17. Type "N" and press [ENTER] DO YOU WISH TO UPLOAD AND/OR
DOWNLOAD DATA?
9-23
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How to Communicate with the National PPAS Mainframe
You see the message: NOW DOWNLOADING THE ITEM CODE
TABLE TO YOUR LOCAL PPAS
Downloading the Master Item Code Table takes a while. When it is
completed, you see the message: download of item code TABLE
NOW COMPLETE. THIS PPAS NATIONAL SESSION HAS ENDED.
STEP 25. Type "LOGOFF' and press [ENTER] after you see the word READY.
STEP 26. After vou see ****** press and hold the [CTRL] key while you press
I END] to exit the National PPAS mainframe ana return to the Local
'PAS. A window appears: Did you upload data during this session?
(Figure 9-15).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Last Successful Upload
Date: 07/04/91
Time: 18:00:00
Conmunicat ions Menu
Direct Dial PC to
Ready Files and 0
Return to Main Me
Mainframe
Did you upload data during this session?
NO
Yes
Figure 9-15 Did You Upload Data During This Session? Window
Select the "No" option and press [ENTER].
9-24
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How to Communicate with the National PPAS Mainframe
Next, the following window appears (Figure 9-16).
PERSONAL PROPERTY ACCOUNTABILITY SYSTEM
Thursday July 4, 1991
Last Success
1
* If batch reports were run, they will be printed
at your remote printer when processing is
conplete.
* If the M.l.C. Table was downloaded it processed
for use by the PPAS system at this time.
Press Enter to Continue
Date: 07
Time: 18
Conrun
Oirect Dial
Ready Files
Return to Ma
n Me
Did you upload data during this session?
No
Yes
Figure 9-16 Master Item Code Information Window
STEP 27. Press [ENTER]. You see the message: "Processing MIC File
Data Files... " You will be returned to the Communications Menu.
If you have any questions or problems, contact the PPAS National System
Administrator at (FTS) 260-2424.
9-25
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How to Communicate with the National PPAS Mainframe
9.5 SCANNING THE MAINFRAME DATABASE
You have the capability of scanning (viewing) any record on the National PPAS
mainframe. Do not change these records unless you contact the National PPAS
System Administrator. To view the the information they contain, follow these steps:
STEP 1. Select the first option from the Communications Menu "Direct Dial PC to
Mainframe" ana press [ENTER], (It is not necessary to ready the files.)
You see the message: Readying for Communications
Connection...
STEP 2. Type your DIAL-UP PHONE NUMBER (for example: ATDT5555555)
and press [ENTER]. This will appear on-screen in double echo (for
example: AATTDDTT55555555555555).
NOTE: You must have the [NUM LOCK] key off (for 286 computers)
and the [CAPS LOCK] key on when dialing.
Connection is made when the number 10 (usually) appears in the first
character spaces of the top left of your monitor.
STEP 3. Press [ENTER], (It may be necessary to press [ENTER] several times.)
You see the message: WELCOME TO THE ENVIRONMENTAL
PROTECTION AGENCY HEADQUARTERS DATA SWITCH
STEP 4. When you see: YOUR SELECTION?> type "IBMPSI" (or whatever your
Local System Administrator says to use to log-on to the mainframe) and
press [ENTER]. (Double echo will appear on-screen.)
NOTE: Do STEP 4 immediately. If you delay, a message tells you that
you took too much time. If this occurs, see 9.6.2 for further instructions.
Connected, will appear on the screen if you are successful.
Wait until the screen displays your U.S. EPA selections.
STEP 5. When you see: SELECTION? type the letter for the option TSO - NCC
and press [ENTER]
STEP 6. Type your USER ID and press [ENTER]
STEP 7. Type your PASSWORD and press [ENTER]
STEP 8. Type your ACCOUNT NUMBER (or type for PPAC) and press
[ENTER]
STEP 9. Type your PROCEDURE NAME (or type for SEPATSO) and press
[ENTER]
STEP 10. Type your FIMAS ID (or type for PPSYP) and press [ENTER]
STEP 11. Type your BIN NUMBER (or type "*") and press [ENTER]
NOTE: If the asterisk key is struck incorrectly in STEP 8 through STEP
11, it may be necessary to enter all information manually.
9-26
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How to Communicate with the National PPAS Mainframe
A list of News Alerts will be displayed. To view a News Alert see 9.6.3
for instructions. Please view News Alerts as they give you needed current
information about PPAS.
NOTE: If your password is due to expire, a message will be displayed.
To update your password, see 9.6.4 for instructions.
STEP 12. Type "PPASCH" and press [ENTER] after you see the word READY.
You see the screen in Figure 9-17.
PPAS SCAM BOARD
PERSONAL PROPERTY ACCOUNTING SCAN SYSTEM.
THE SCAN PROCESS ALLOUS USERS TO SEARCH THE PROPERTY DATABASE
FOR ITEMS WITHOUT AFFECTING THE CURRENT OPERATION OF THE PPAS
SYSTEM. THIS DATABASE IS NOT CONNECTED TO THE PROPERTY SYSTEM
AND CAN NOT BE MOOIFIED THROUGH THIS DATA8ASE. ANY ADDITIONS,
DELETES OR MOOIFIES TO RECORDS WILL BE OVERLAYED AFTER EACH
SUCCESSFUL PPAS UPDATE. USERS WHO ARE COMFORTABLE WITH FOCUS
COMMAND COOES MAY RUN "TABLE FILE REPORTS" ONLINE OR OFFLINE.
ENTER Y FOR MENU OR Q TO QUIT>
Figure 9-17 PPAS Scan Board
STEP 13. At the: ENTER Y FOR MENU OR Q TO QUIT> type "Y" and press
[ENTER].
9-27
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How to Communicate with the National PPAS Mainframe
The menu in Figure 9-18 appears.
***************************************
PERSONAL PROPERTY ACCOUNTING SYSTEM *
***************************************
1. FOCUS FOCUS COMMAND MOOE
2. MESSAGE BOARD PPAS SCAN BOARD
3. INSTRUCTIONS USING SCAN * TABLE FILE * EXIT
4. EXIT EXIT FROM FOCUS
ENTER THE OPTION NUMBER YOU UANT:>
Figure 9-18 PPAS Scan System Menu
STEP 14. At the: ENTER THE OPTION NUMBER YOU WANT:> type "1" and press
[ENTER].
STEP 15. When you see: », type "SCAN FILE PPCHECK" and press [ENTER].
STEP 16. When you see: >, you are in scan.
9-28
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How to Communicate with the National PPAS Mainframe
9.5.1 Scanning Records
Type "?F and press [ENTER] to display the fieldnames that you may scan on.
To scan for a particular value within that field, at the > type "TLOCATE
XXXXXXXXXX= XXXX" (where XXXXXXXXXX is the fieldname and XXXX is
the value that you want the field to be equal to). This command allows you to scan
from the top of the PPCHECK file down. You will be shown the mandatory fields
of the first record that meets your specified value.
Or you may type "LOCATE XXXXXXXXXX = XXXX" instead if you want to scan
the PPCHECK file from your current location in the PPCHECK file to the end.
NOTE: You may use any of the following between your fieldname and the value to
display a record with a value:
= Equal to the one you specify
GE Greater than or equal to the one you specify
GT Greater than the one you specify
LE Less than or equal to the one you specify
LT Less than the one you specify
NE Not equal to the one you specify
CO That contains the character string you specify
OM That omits the character string you specify
To continue scanning, type "N" for NEXT to scan to the next record down that meets
the value you specified.
When vou are scanning, you may use the following commands at the > to move
arouna within the PPCHECK file:
TOP To go to the top of the PPCHECK file.
TLOCATE XXXXXXXXXX = XXXX To locate from the top down of the
PPCHECK file.
LOCATE XXXXXXXXXX=XXXX To locate from the current record
down in the PPCHECK file.
NEXT Displays the next record down in the
PPCHECK file that meets the value
you specified.
AGAIN Repeats the last command again.
SHOW Allows you to select which mandatory
fields you want to show on the screen
for any records that meet the value you
specified. (That is, if you do not want
ail the mandatory fields to show.)
9-29
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How to Communicate with the National PPAS Mainframe
To use SHOW, at the > type "SHOW" then the fieldnames you want to show and
jjress RENTER]. Then type your TLOCATE or LOCATE command and press
For example: You want to see only the decal numbers and the manufacturer's serial
numbers of the records for the custodial area 121. At the > type "SHOW
DECAL NUMBER MTG SERIAL" and press [ENTER]. Then type 'TLOCATE
CUSTODLAL= 121" and press [ENTER]. The first record will appear. Type "N" to
continue to the next record.
You will see EOF: when you are at the bottom of the PPCHECK file.
When you are done scanning, type "QUIT' to return to FOCUS. Then type "FIN"
to return to the READY.
9.5.2 Printing Table Reports
To print, you must first leave scan by typing "QUIT' at the > and pressing [ENTER].
(Or, if you are just entering at the rPAS Scan Board, you may type "1" at the menu
for FOCUS.)
At the > > type "OFFLINE" and press [ENTER]. Next, type 'TABLE FILE
PPCHECK" and press [ENTER]. An example of a report follows:
You decide to print a report that lists decal numbers and manufacturer's serial
numbers for the custodial area 121 if the account number equals 98.
At the > type "PRINT DECAL NUMBER MFG SERIAL BY CUSTODIAL" and
press [ENTER].
At the > type "IF CUSTODIAL = 121" and press [ENTER].
At the > type "IF ACCOUNT_AREA = 98" and press [ENTER],
At the > type "QUIT' and press [ENTER].
At the > > type "OFFLINE CLOSE"
At the > > type 'TSO PRINTOFF FOCUS.OFFLINE DXXXX DEST(XXXXX) and
press [ENTER1 (where XXXX is your bin number and XXXXX is your destination).
The report will be printed at your remote printer site.
Next, type "FIN". You are returned to the READY.
NOTE: See your FOCUS Users Manual Release 5.5 (beginning on page 2-1 of
Chapter 2) for extensive information on commands you can use in reports.
9-30
-------
How to Communicate with the National PPAS Mainframe
9.6 SUPPLEMENTAL INFORMATION
9.6.1 If the System "Locks Up"
If the system "locks up" at any time during processing, you can exit the system by
pressingand holding [CTRL] while pressing [END]. This will return you to the
Local PPAS. From this point, you can start over. It is not necessary to re-ready the
files if you have already done so. Use this only when there is no other way to
terminate the process.
9.6.2 To Re-Connect to the National PPAS Mainframe
If you receive the message that you have taken too much time entering "IBMPSI,"
(or whatever your Local System Administrator says to use to log-on to the
mainframe) the system will disconnect you. Attempt to re-type your DIAL-UP
PHONE NUMBER at this time, if your system requires you to do so to connect with
the National PPAS mainframe. If this is unsuccessful, it is necessary to press and
hold the [CTRL] key while you press [END], A window asks "Did you upload
data during this session?" Select "No" and press [ENTER] twice. Then
you are returned to the Communications Menu where you select the first option and
press [ENTER]. (Direct Dial PC to Mainframe) It is not necessary to re-ready your
files since you nave already done so.
9.6.3 To View A News Alert
Once you are on the mainframe and see the word READY after the listing of News
Alerts, type "NEWS X" and press [ENTER] (where X is the number of the desired
News Alert Message). For example: news 3
If you want to view the list of News Alert titles and their corresponding numbers,
Type "L" and press [ENTER]. The system displays the list and asks for a News Alert
number. Type only the number and press [ENTER].
To exit the News Alert module, Type "0", (ZERO) and press [ENTER]. Type
"PPAS" and press [ENTER] at the word READY.
9.6.4 To Update Your Password
If you noted a News Alert that your password is due to expire soon, complete your
communications session before attempting to change your password.
To change your password:
From the Communications Menu, select the first option and press [ENTER], When
asked, type your old password/new password (for example: Passwrd4/Passwrd5).
Press [ENTER].
NOTE: Your password must be at least six to eight characters. You must have one
character that is numeric.
At this point, you can either exit the system by pressing and holding [CTRL] while
you press [END], or you can continue to communicate with the National PPAS
mainframe.
9-31
-------
How to Communicate with the National PPAS Mainframe
9.6.5 If Anv Errors
If you experienced any errors during the communication process with the National
PPAS mainframe, select the "Yes" option and press [ENTER]. The system will ask
you to try again. It is not necessary to re-reacfy your files.
9-32
-------
SECTION 10. HOW TO USE TABLETALK
How to Use TableTalk
10.1 INTRODUCTION
TableTalk offers you a way to create reports using only the specific data you want.
In this way, you can make ad hoc reports to suit your different needs. You just
review the options and then select those that meet your report requirements.
TableTalk divides your screen into windows that display either lists or phrases from
which you make selections, or fields where you supply information. To make
selections, position the highlight on the desired option and press [ENTER]. When
the system asks you to supply information, just enter it in the field provided and press
[ENTER].
10.2 STARTING TABLETALK
On the Main Menu, place the highlight on the TalkTalk option and press [ENTER].
The system displays the message "TableTalk Module is Being Loaded...",
then a screen similar to Figure 10-1 appears:
INSTRUCTIONS : 1-Move cursor to name of file with T 1 arrow keys
2-Depress ENTER to Select file
3-ESC key to QUIT
Select one of these files:
C:\foeus\ppa»\PPAS
PPAS - Revise last request
PPXAORR
HOLD
PPCONT
PPCUST
PPDELSEG
PPDUPUC
PPITEM
PPHISMAT
PPOVERAG
PPSENSTV
PC/FOCUS TABLETALK
Figure 10-1 Initial TableTalk Screen
In the center window of the screen, you are presented with a list of files to choose
from. These files and the contents of each are described in the Data Definition
Dictionary. Choose the file that contains the data you want to use to create your
report. To make TableTalk easier to understand, an example will be used. For this
example, select the first option on the list. Press [ENTER].
10-1
-------
How to Use TableTalk
The screen in Figure 10-2 appears:
Keys: T
Cursor up
J
Select
F1
Definitions
l
Cursor down
Esc
Erase
F2
Revise
Select a data field
CECAL NUMBER
ACCOUNT AREA
CUST00IAL
M.I.C.#
ITEM_STATUS
VOUCHER
DESCITEM
CONTRACT #
TABLE FILE PPAS
Ir» the first report column: 1
PRINT the individual values of
PRINT all fields
SUM the values of
COUNT the instances of
COUNT the instances of all fields
WRITE the PERCENT of
WRITE the AVERAGE of
Figure 10-2 Second TableTalk Screen
At the top of the screen is a window that tells you what keys to use in TableTalk.
These are described below:
[t] Moves highlight up.
[4-] Moves highlight down.
[ENTER] Selects an option.
[ESC] Erases your last entry, thereby allowing you to "back up" one step in
your work each time you press [ESC].
[Fl] Information (definitions) about the contents of data fields may have
been provided by your file designer. If so, you can press [Fl] to view
these definitions when the highlight is on the data field name. As you
move the highlight to each data field, its definition appears in the
HELP window. Pressing [Fl] again removes the HELP information.
[F2] Allows you to revise what options you have selected for the report.
At the bottom of the screen is another window. This window will display the options
you select for your report as you create it. You will notice that this window already
lists "FILE PPAS" because you selected that file at the initial TableTalk screen.
10-2
-------
How to Use TableTalk
In the middle of the screen, different windows will be displayed as you create your
report. These windows show all the options that can be used to create your report.
When the screen in Figure 10-2 is first displayed, you see two windows in the middle.
In the right window you see the data fields within the file you selected. The data in
those fields may be printed out on your report. The left window is used to enter how
you want the data in these fields to be printed. You see "In the first report
column:" followed by a list of options. You will select one of these options to
indicate how you want the data to be displayed. You will then select a data field
from the right window. You continue to select from the left and right windows for
all the columns of your report.
You will also notice a small arrow in the left corner of these windows when the
highlight is present. This indicates that more options exist on that list. Using the [t]
or [I] keys, you can move the highlight through all the options on these lists. TTie
options are also first-letter keyed, so that when you press the initial letter of an
option, the highlight is positioned at the first option on the list that begins with that
letter.
10-3
-------
How to Use TableTalk
10.3 CREATING A REPORT
For the purposes of the example, you decide to place the highlight on the option:
PRINT the individual values of
Now press [ENTER]. The highlight moves to the right window. Now you can select
the first data field you want printed in your report.
You decide the first data field you want printed is the ACCOUNTABLE AREA.
Position the highlight on the
ACCOUNT_AREA
option and press [ENTER]. When you do so, the highlight returns to the left
window.
You decide to print additional data fields. Position the highlight on the option:
And PRINT the individual values of
then press [ENTER]. The highlight moves back to the right window.
Now move the highlight to the
M.I.C.#
option, then press [ENTER]. Finally, move the highlight to the
And PRINT the individual values of
option, then press [ENTER]. Next, select the
ITEM_STATUS
option from the data fields window, then press [ENTER].
You will now have the data from three data fields on your report. ACCOUNT_AREA
will be in the first column, M.I.C.# will be in the second column, and
ITEM STATUS will be in the last column.
10-4
-------
Haw to Use TableTalk
The options you select for this report appear in the bottom window of the screen as
soon as you make them (Figure 10-3):
Keys: T Cursor
up
J Select
F1
Definitions
i Cursor
down
Esc Erase
F2
Revise
Select a data field
DECAL NUMBER
ACCOUNT AREA
CUSTOOIAL
M.I.C.#
ITEM STATUS
VOUCHER
DESC1TEM
CONTRACT #
TABLE FILE PPAS
PRINT ACCOUNT AREA AND M.I.C.# AND ITEM STATUS
And in the next report column i
No more
And PRINT the individual values of
And WRITE the PERCENT of
And COMPUTE the RATIO of
And COMPUTE the PROOUCT of
And COMPUTE the DIFFERENCE between
Figure 10-3 Table Window (Bottom Window of TableTalk Screen)
You decide you are now finished with selecting the data fields and report columns.
So, in the left window select:
No more
and press [ENTER].
10-5
-------
Haw to Use TableTalk
10.3.1 Select a Sort Order Action
Once you select "No more", the left window is replaced. Now you see a window
with the heading "Select a sort order action" followed by a list (Figure 10-
4). You will use these options to indicate how you want the records within a data
field sorted on your report. (Within a data field, there are many records, each one
unique.)
Keys: T Cursor
up
J Select
F1
Definitions
i Cursor
down
Esc Erase
F2
Revise
Select a sort order action
Nona or no more
Sort the rows ALPHABETICALLY BY field...
Sort the rows HIGH to LOU (Z-A 9-0)
Sort the colums ACROSS the page
Sort the coluins ACROSS high to low
Sort and RANK the rows for top imn values
Skip to the END
Select a data field
DECAL NUMBER
ACCOUNT AREA
CUSTOOIAl
M.I.C.tf
ITEM STATUS
VOUCHER
DESCITEH
CONTRACT *
TABLE FILE PPAS
PRINT ACCOUNT_AREA AND M.I.C.# AND ITEM STATUS
8Y HIGHEST M.I.C.tf
Figure 10-4 Select a Sort Order Action Window
You decide to sort only the M.I.C.# high to low. You select the option:
Sort the rows HIGH to LOW (Z to A 9-0)
and press [ENTER]. You are returned to the right window, where you must specify
the data field to be sorted. Select:
M.I.C.#
and press [ENTER],
Again, in the bottom window, you will see these options displayed.
10-6
-------
How to Use TableTalk
Next, a window appears in the middle of the screen that asks you to "Select an
option when sort order changes" (Figure 10-5).
Keys: T Cursor
up
J Select
F1
Definitions
1 Cursor
down
Esc Erase
F2
Revise
Select a sort orde
Select an option when sort order changes 1
ata field
None or no more
Sort the rows ALPH
Sort the rows HIGH
Sort the colunns A
Sort the colunns A
Sort and RANK the
Skip to the END
ER
EA
S
None or no more
Dont print the sort field value (NOPRINT)
SKIP one LINE
Skip to a new PAGE
SUB TOTAL the numerical fields
Draw an UNDER LINE across page
FOLD the print LINE into two lines
Write a SUBHEADING
Write a SUBFOOTING
TABLE FII.E PPAS
PRINT ACCOUNT AREA AND H.I.C.# AND [TEH STATUS
BY HIGHEST M.I.C.#
Figure 10-5 Select an Option When Sort Order Changes Window
This window offers several options that are available with a data field to be sorted.
While you decide not to use any of these, it might be helpful to look over the
options. For this example, select the option:
None or no more
and press [ENTER].
You will then be returned to the previous window (refer to Figure 10-4, Select a Sort
Order Action Window). Since you are only sorting one data field in the example,
select the option:
None or no more
and press [ENTER].
10-7
-------
How to Use TableTatk
10.3.2 Select Record Selection Conditions
You now see the left window that asks "Any record selection
conditions?" (Figure 10-6).
ICeys: T Cursor
up
* Select
F1
Defini tions
1 Cursor
down
Esc Erase
F2
Revise
Any record selection conditions ?
No "
Yes..IF field value...
Select a data field
DECAL_NUMBER
ACCOUMr_AREA
CUSTODIAL
M.I.C.#
ITEN_STATUS
VOUCHER
DESCITE*
CONTRACT #
TABLE FILE PPAS
PRINT ACCOUNT_AREA AND H.I.C.# ANO ITEM STATUS
BY HIGHEST M.I .C.tt
Figure 10-6 Any Record Selection Conditions? Window
This windows allows you to set up conditions which certain records within data fields
must meet in order to appear on your report.
Select the second option:
Yes... IF field value...
and press [ENTER].
Now you must select a data field against which the conditions will be applied. Again,
you decide to select:
M.I.C#
and press [ENTER],
10-8
-------
How to Use TableTalk
A window pops up on the right asking you to "Select a Relation: " (Figure 10-
7).
Keys:
T Cursor
up
J Select
F1
Definitions
1 Cursor
down
Esc Erase
F2
Revise
Select a relation: I
field
Is EQUAL, to *
Is NOT EQUAL "to""'
Is GREATER THAN
IS LESS THAN
Is GREATER THAN or EQUAL to
Is LESS THAN or EQUAL to
CONTAINS the characters
OHITS the characters
TABLE FILE PPAS
PRINT ACCOUNT_AREA AND H.I.C.# ANO ITEH_STATUS
BY HIGHEST M.T.C.#
IF M.I.C.#
Figure 10-7 Select a Relation Window
You decide to move the highlight to:
Is LESS THAN
Now press [ENTER].
10-9
-------
How to Use TableTaik
Next, another window pops up in the middle and asks you to "Enter a value: "
(Figure 10-8). (For this example, this is the number that the M.I.C# must be less
than.)
Keys: T Cursor up Select F1 Definitions
1 Cursor down Esc Erase F2 Revise
Enter a value:
field
Is LESS THAN
Is GREATER THAN or EQUAL to
Is LESS THAN or EQUAL to
CONTAINS the characters
OMITS the characters
TABLE FILE PPAS
PRINT ACCOUNT_AREA AND H.I.C.# AND ITEM STATUS
BY HIGHEST M.I.C.#
IF H.I.C.# IT
Figure 10-8 Enter a Value Window
You decide you want only those records with an M.I.C.# of less than 70350000.
Type this number and press [ENTER].
10-10
-------
How to Use TableTalk
The next window replaces the last one (Figure 10-9) and asks you to "Enter your
additional selection criteria..."
Keys: T Cursor
up
J Select
F1
Definitions
1 Cursor
down
Esc Erase
F2
Revise
Enter your additional selection criteria...
field
None :
IF...
Is LESS THAN
Is GREATER THAN or EQUAL to
Is LESS THAN or EQUAL to
CONTAINS the characters
OMITS the characters
TABLE FILE PPAS
PRINT ACCOUNT_AREA AND M.I.C.# ANO ITEH_STATUS
BY HIGHEST M.I.C.#
IF M.I.C.# LT '70350000'
Figure 10-9 Enter Your Additional Selection Criteria Window
You decide there are no additional conditions that the record needs to meet. So you
select:
NONE
and press [ENTER].
10-11
-------
How to Use TableTalk
10.3.3 Select a Page Heading or Footing
In the left window (Figure 10-10), you are now asked "Do you want a page
HEADING or FOOTING?" on the report.
Keys: T Cursor up J Select F1 Definitions
1 Cursor down Esc Erase F2 Revise
Do you want a page HEADING or FOOTING ?
Ho...
08 NO MORE
Yea ,
HEADING
Yes ,
and CENTER
the HEADING
Yes ,
a FOOTING
Yes .
a CENTERED
FOOTING
Yes , a FOOTING at the page BOTTOM
Yes , a CENTERED FOOTING at page BOTTOM
TABLE FILE PPAS
PRINT ACCOUNT_AREA AND M. I.C.I* AND ITEM_STATUS
BY HIGHEST H.7.C.#
IF H.l.C.» IT '70350000'
Figure 10-10 Do You Want a Page HEADING or FOOTING?
Window
You decide you want a heading. Select the option:
Yes, HEADING
and press [ENTER],
10-12
-------
How to Use TableTalk
A window appears under the last window that asks you to "Enter your text: "
for the heading (Figure 10-11).
Keys: T Cursor up J Select F1 Definitions
t Cursor down Esc Erase F2 Revise
Do you uent a page HEADING or FOOTING ?
NO... OR NO MORE
res , HEADING
res , and CENTER the HEADING
res , a FOOTING
res , a CENTERED FOOTING
res , a FOOTING at the page BOTTOM
res , a CENTERED FOOTING at page BOTTOM
Enter your text:
PRINT ACCOUNT_AREA AND M.I.C.# AND ITEM_STATUS
BY HIGHEST M.7.C.#
IF M.I.C.# LT '70350000'
HEADING
Figure 10-11 Enter Your Text Window
You choose the title. In this case you decide to call this report "Items Listed by
Accountable Area and Item_Status Sorted by M.I.C." So type this and press
[ENTER].
Another window appears that asks "Any more text lines?" You decide that
you do not need a longer heading. Select:
No
and press [ENTER].
You are returned to the window that asks "Do you want a page HEADING or
FOOTING?" Select:
No... or NO MORE
and press [ENTER],
10-13
-------
How to Use TableTalk
10.3.4 Select Execute. Save, or Clear Request
You must now decide what you wish to do with the report.
The left window is replaced with another that asks "Do you want to - " (Figure
10-12) and lists options you may choose from:
Keys: T Cursor
up
J Select
F1
Definitions
l Cursor
down
Esc Erase
F2
Revise
Do you want to
Execute th&3 request?
Execute with limited records?
Save this request?
Clear this request?
QUIT
PRINT ACCOUNT AREA ANO M.I.C.tf AND
ITEM STATUS
BY HIGHEST H.I.C.#
IF H.I.C.# IT '70350000'
HEADING
"ITEMS LISTED BY ACCOUNTABLE AREA AND
ITEM_STATUS SORTED BY M.I.C."
Figure 10-12 Do You Want To Window
In this example, you decide to execute this request. To do this, select the option:
Execute this request?
and press.[ENTER]. Another window asks "Execute where?" You select the
option:
On your local PC?
and press [ENTER].
10-14
-------
How to Use TableTalk
10.3.5 Select Type of Output
A window in the middle of your screen then asks you for the "Type of
output - M (Figure 10-13).
Keys:
Cursor up
Cursor down
J Select
Esc Erase
F1
F2
Definitions
Revise
Do you want to -
Execute this request?
Execute with
Save this re
Clear this r
QUIT
Execute where?
On your loc
On your Hos
Type of output -
Screen
Printer
Retrieve the data but HOLD it in a file
PRINT ACCOUNT_AREA AND H.I.C.# AND ITEM_STATUS
8T HIGHEST M.7.C.#
IF N.I.C.# IT '70350000'
HEADING
"ITEMS LISTED 8r ACCOUNTABLE AREA AND ITEH STATUS SORTED 8Y H.I.C."
Figure 10-13 Type of Output Window
As you can see, you can send your report to the screen, to a printer, or to a HOLD
file. (The HOLD file can be read by most applications programs, including word
processors and spreadsheets). You decide to select
Screen
option, and press [ENTER].
The message "RUNNING. . is displayed in the upper left corner of the screen.
When the system has completed compiling the report, the following message is
displayed:
PAUSE.. HIT CARRIAGE RETURN TO CONTINUE
Press [ENTER].
10-15
-------
How to Use TableTalk
The first page of your report will be displayed (Figure 10-14 is an example).
ITEMS LISTED BY ACCOUNTABLE AREA AND ITEH_STATUS SORTED BY M.I.C.
1TEH COOE
AA
ITEM COOE
STATUS
70250000
98
70250000
T
98
70250000
N
98
70250000
N
98
70250000
N
98
70250000
N
66701030
98
66701030
N
16300000
98
16300000
M
98
16300000
N
98
16300000
N
98
16300000
N
98
16300000
N
98
16300000
N
98
16300000
N
98
16300000
T
98
16300000
N
98
16300000
N
98
16300000
N
10-14 Example of a Report Page
Use [ENTER] to advance through the report (you may also use the [PAGE UP] and
[PAGE DOWN] keys). Press [F3] to exit the report. When you have reached the
last page, the words "END-OF-REPORT" appear at the bottom of the screen. Press
[ENTER] to return to the window that asks "Do you want to (see Figure 10-
12).
At this point, you may execute another request, save the request, or clear the request
and start again. If you select:
QUIT
and press [ENTER], you are returned to the Main Menu.1
1 Large portions of this chapter have been paraphrased from: PC/FOCUS Getting
Started. Information Builders, Inc., 1990, New York, New York.
10-16
-------
APPENDIX A
LIST OF DATA ELEMENTS IN ALPHABETICAL
ORDER BY DATA ELEMENT NAME
-------
APPENDIX A
LIST OF DATA ELEMENTS IN ALPHABETICAL ORDER
BY DATA ELEMENT NAME
Data Element Name
ACCOUNT AMOUNT
ACCOUNT NUMBER
ACCOUNTABLE AREA
CODE
ACQUISITION COST
ACQUISITION DATE
ACQUISITION DOCUMENT
NUMBER
ACQUISITION SOURCE
CATEGORY OF PROPERTY
CITY OF CONTRACTOR
CONDITION CODE
CONTRACT END DATE
CONTRACT OFFICER
CONTRACT OFFICER MAIL
STOP
CONTRACT OFFICER
PHONE NUMBER
CONTRACT REMARKS
CONTRACT START DATE
Field Name
ACCTAMOUNT
ACOSTDEL
ACCOUNT
ACCNT_DEL
ACCOUNTAREA
AAREA_DEL
AAREA_TRN
ACQCOST
ACQDATE
PURCHASE
ACQ_SOURCE
CATEGORY
CATGYDEL
CONT_CITY
CONDCODE
CCODEDEL
COENDDAT
CONTR_OFFR
CONT_MAIL
CONTPHONE
CONTR_REM
COBEG DAT
File Name
PPAS.MAS
PPTRANDN.MAS
PPDELETEMAS
PPAS.MAS
PPTRANDNMAS
PPDELETHMAS
PPAS.MAS
PPDELETEMAS
PPTRANUPMAS
PPAS.MAS
PPTRANDNMAS
PPAS.MAS
PPTRANDNMAS
PPAS.MAS
PPAS.MAS
PPTRANDNMAS
PPAS.MAS
PPTRANDNMAS
PPDELETEMAS
PPCONT.MAS
PPAS.MAS
PPDELETEMAS
PPCONT.MAS
PPCONT.MAS
PPCONT.MAS
PPCONTR.MAS
PPCONT.MAS
PPCONT.MAS
A-l
-------
Data Element Name
CONTRACTOR LOCATION
CODE
CONTRACTOR NAME
CONTRACT NUMBER
CONTRATOR
REPRESENTATIVE
CONTRACTOR
REPRESENTATIVE
PHONE NUMBER
CURRENT LOCATION
CUSTODIAL AREA CODE
CUSTODIAL AREA CODE
VARIABLE
CUSTODIAL AREA DATE
STAMP
CUSTODIAL AREA
LOCATION
CUSTODIAL AREA
OFFICER
CUSTODIAL AREA
ORGANIZATION CODE
CUSTODIAL AREA
ORGANIZATION NAME
CUSTODIAL AREA
REMARKS
CUSTODIAL AREA
TIME STAMP
DATE STAMP ONE
DATE STAMP TWO
Field Name File Name
CONTR-LOC PPCONT.MAS
CONT_NAME
CONTRACTOR #
CONTRDEL
S_CONTRACT
CONTACT
PHONE
CURNT_LOC
CUSTODIAL
CUST_ARA
CAREADEL
CUSTO_VAR
C_DATE_ST
CLOCATION
C_OFFICER
C_ORG_CODE
C_ORG_NAME
C_REMARK
C_TIME_ST
DATE_01
DATE02
A-2
PPCONT.MAS
PPAS.MAS
PPCONT.MAS
PPDELJETTLMAS
PPTRANDN.MAS
PPCONT.MAS
PPCONT.MAS
PPAS.MAS
PPAS.MAS
PPCUST.MAS
PPDUPLIC.MAS
PPMISMATMAS
PPOVERAGMAS
PPDELETE.MAS
PPMISMAT .MAS
PPCUST.MAS
PPCUST.MAS
PPCUST.MAS
PPCUST.MAS
PPCUST.MAS
PPCUST.MAS
PPCUST.MAS
PPAS.MAS
PPAS.MAS
-------
Data Element Name
DECAL NUMBER
DECAL NUMBER
VARIABLE
DECAL REMARKS
DELETE DECAL
DATE STAMP
DELETE DECAL
TIME STAMP
DELETE VOUCHER
NUMBER
DESCRIPTION OF
ITEM
DESCR1PT0N OF
CONTRACT
DOCUMENT CONTROL
NUMBER
DUMMY KEY FOR
ACCOUNTING DATA
EMPLOYEE IDENTIFICATION
NUMBER
EPA REPORT NUMBER
EXCESS DATE STAMP
FIRST NAME OF PERSON
ASSIGNED TO SENSITIVE
ITEM
FROM ACCUNTABLE AREA
GSA REPORT NUMBER
INVENTORY DATE
ITEM STATUS CODE
Field Name
DECALNUMBER
DECAL DEL
DECAL~NUM
DECALTRN
DECAL_VAR
DECAL_REM
DATEDEL
TIME_DEL
DELETE_V
IDESC DEL
IDESC"
CONTRDES
DOCCONTROL
DCNUMDEL
DUMMY_KEY
EMPLOYEEID
EPAREPORT
EXCESSDT
FIRST_NAME
FROMAAREA
GSAREORT
INVENTORY
ITEM STATUS
File Name
PPAS.MAS
PPSURPLSMAS
PPDELETEMAS
PPDUPLIAMAS
PPMISMATMAS
PPOVERAGMAS
PPTRANUPMAS
PPMISMATMAS
PPAS.MAS
PPDELETEMAS
PPDELETEMAS
PPDELETEMAS
PPDELETEMAS
PPTRANDNMAS
PPAS.MAS
PPCONTR.MAS
PPAS.MAS
PPTRANDNMAS
PPDELETEMAS
PPAS.MAS
PPAS.MAS
PPSENSTVMAS
PPSUPPLSMAS
PPSURPLS.MAS
PPSENSTV.MAS
PPTRANDNMAS
PPSURPLS.MAS
PPAS.MAS
PPAS.MAS
A-3
-------
Data Element Name
Field Name
File Name
LAST NAME OF PERSON
ASSIGNED TO SENSITIVE
ITEM
LEASE END DATE
MAJOR DECAL NUMBER
MANUFACTURER MODEL
NUMBER
MANUFACTURER NAME
MANUFACTURER SERIAL
NUMBER
MASTER ITEM CODE
MASTER ITEM CODE
NOMENCLATURE
MASTER ITEM CODE
VULNERABILITY CODE
OBJECT CLASS CODE
OPTIONAL DATA ELEMENT #1
OPTIONAL DATA ELEMENT #2
OPTIONAL DATA ELEMENT #3
OPTIONAL DATA ELEMENT #4
OPTIONAL DATA ELEMENT #5
LAST NAME
LEASE EXP
MAJORDECAL
MAJDECAL
MFGMODEL
MFMDL DEL
MANU MODEL
MFG_NAME
MFGNMDEL
MANU FACT
MFGSERIAL
MFSERDEL
SERIAL NO
M.I.C. #
ICODEDEL
NOMENCLATURE
NOMENCLAT
VULNERABILIT
OBJ_CLASS
OBJCT_DEL
OPTION1
OPTION_2
OPTION_3
OPTION_4
OPTION 5
PPSENSTVMAS
PPAS.MAS
PPTRANDNMAS
PPASMAS
PPTRANDNMAS
PPAS.MAS
PPTRANDNMAS
PPDELETEJVlAS
PPDUPUC.MAS
PPMISMATMAS
PPAS.MAS
PPTRANDNMAS
PPDELETEMAS
PPDUPUCMAS
PPMISMATMAS
PPAS.MAS
PPTRANDNMAS
PPDELETEMAS
PPDUPUCMAS
PPMISMATMAS
PPAS.MAS
PPITEM.MAS
PPDUPUCMAS
PPMISMATMAS
PPDELETEMAS
PPITEM.MAS
PPDUPUCMAS
PPMISMATMAS
PPITEM.MAS
PPAS.MAS
PPTRANDNMAS
PPDELETEMAS
PPAS.MAS
PPAS.MAS
PPAS.MAS
PPAS.MAS
PPAS.MAS
A-4
-------
Data Element Name
OPTIONAL DATA ELEMENT #6
PREVIOUS CONTRACT
NUMBER
PREVIOUS LOCATION
PROJECT OFFICER
PROJECT OFFICER MAIL
STOP
PROJECT OFFICER PHONE
NUMBER
PURCHASE CREDITS
Field Name
OPTION6
OLD_CONT
PREVS_LOC
PROJ_OFFR
PROJ_MAIL
PROJPHON
LEASE CRDT
PURCHASE ORDER NUMBER
REASON FOR DELETE
RECONCILIATION DATE
OF LAST INVENTORY
REPAIR MAINTENANCE
COST
REPAIR MAINTENANCE
DATE
REPAIR MAINTENANCE
REMARKS
ORDERDEL
PURCHORD
PURCHASE
REASN_DEL
RECONCILE
SMREPAIR
SGMDT_STP
SMAIN REM
ROOM NUMBER
ROOM NUM
ROOM NUMBER
VARIABLE
SENSITIVE ITEM
REMARKS
SINGLE DECAL NUMBER
SINGLE ITEM CODE
SHORT RECORD
OPTIONAL DATA
ELEMENT #1
ROOM_VAR
SENSREMARKS
SIN_DECAL
SINICODE
SUMMARY 1
File Name
PPAS.MAS
PPCONT.MAS
PPAS.MAS
PPCONT.MAS
PPCONT.MAS
PPCONT.MAS
PPAS.MAS
PFTRANDNMAS
PPDELETEMAS
PPDUPUCMAS
PPMISMAT MAS
PFTRANDNMAS
PPDELETEMAS
PPAS.MAS
PPAS.MAS
PPAS.MAS
PPAS.MAS
PPAS.MAS
PPDUPUCMAS
PPMISMAT MAS
PPOVERAGMAS
PPMISMAT MAS
PPSENSTV.MAS
PFTRANDNMAS
PFTRANDNMAS
PPAS.MAS
A-5
-------
Data Element Name
Field Name
File Name
SHORT RECORD
OPTIONAL DATA
ELEMENT #2
STATE OF CONTRACTOR
STREET ADDRESS OF
CONTRACTOR #1
STREET ADDRESS OF
CONTRACTOR #2
SUMMARY OF DETAIL
RECORD FLAG
SUPERFUND AMOUNT
SUPERFUND DESIGNATION
SURPLUS DATE STAMP
SURPLUS RELEASE DATE
SURPLUS UPDATE DATE
STAMP
SURPLUS UPDATE TIME
STAMP
TIME STAMP ONE
TIME STAMP TWO
TO ACCOUNTABLE AREA
TRANSFER DATE STAMP
TRANSFER TIME STAMP
TRANSFER VOUCHER
NUMBER
USAGE CODE
VOUCHER NUMBER
ZIP CODE OF
CONTRACTOR
SUMMARY_2
CONT_STAT
C_STREET1
QSTREET2
SUMRY_DETAIL
SFUND_AMT
SUPERFUND
SUPERDEL
SURPLUSDT
SURPLSRDT
S_DATE_ST
S_TIME_ST
TIME_01
TIME02
TOAA TRN
TRAN_DATE
TRAN_TIME
TRANSFER
USAGE_CODE
VOUCHER
VOUCHDEL
VOUCHERNO
TVOUCHER
CONTR_ZIP
A-6
PPASMAS
PPCONT.MAS
PPCONT.MAS
PPCONT.MAS
PPAS.MAS
PPAS.MAS
PPTRANDNMAS
PPAS.MAS
PPTRANDNMAS
PPDELETEMAS
PPSURPLS.MAS
PPSURPLS.MAS
PPSURPLS.MAS
PPSURPLSJvlAS
PAS.MAS
PPAS.MAS
PPTRANUPAiAS
PPTRANUPMAS
PPTRANUPMAS
PPAS.MAS
PPAS.MAS
PPAS.MAS
PPDELETEMAS
PPDUPLIC.MAS
PPMISMATMAS
RTRANDNMAS
PPCONT.MAS
-------
APPENDIX B
REPORT SAMPLES
-------
OS/2
ENVIRONMENTAL PROTECTIf !Y
PERSONAL PROPERTY ACCOUNT. .3TQ4
OWNED PROPERTY BY ACCOUNT AREA/CUSTODIAL AREA/DECAL NUMBER
PAGE 1
DECAL M.I.C. J DESCRIPTION MFG.NAME ACQ.DOCf CURRNT LOC
MDECAL VOUCHER STATUS TVOUCHER ACC t MODEL I ACQ.COST ROOM NO.
ACQ.DATE DJV.DATE RDATE LASTDPDATE ENTRY DATE CONTRACT* SERIAL SUPERFtJND? ACCOUNT AlO ACCOUNT
ACCOUNTABLE AREA: 32
CUSTODIAL AREA : 519
684322 66655045 NO REMARKS
8320183
N
05/01/88
89/10/06
684314 66300546 11.7 EV LAMP ANALYZER
8320183
N
05/01/88
89/10/06
684312 70255045 NO RQttRKS
8320183
N
05/01/88
89/10/06
684310 70422500 MODM*
8320183
N
05/01/88
89/10/06
684304 67204500 NO REMARKS
8320183
N
05/01/88
89/10/06
684301 66300542 NO REMARKS
8320183
N
05/01/88
89/10/06
646561 36102020 H/AUTO DOCUMENT FEEDER'W/STAND
8320180
N
07/01/87
90/01/10
0
68017351
0
68017351
0
68017351
0
68017351
0
68017351
N/A
801333
68017351 04006832
AKE-0025
2591217
40446
68017351 L3176060
OXYGEN
261
$1,135
HNU
PI-101
$4,542
EPSON
LQ-1050
$800
IBM
1800
$2,943
MINOLTA
X700
FOXBORO
128
$492
$5,992
PITNEY BOWES
L317
$3,149
1730-1
$1,135
$1,135
1730-1
$4,542
$4,542
1730-1
$800
$800
1730-1
$2,943
$2,943
1730-1
$492
$492
1730-1
$5,992
$5,992
1730-1
$3,149
$3,149
8QGB81A400
8QGB81A400
8QGB81A400
8QGB81A400
8QGB81A400
8QGB81A400
PSFA72E900
TOTALS FOR CUSTODIAL AREA 519
TOTAL ACQUISITION COSTS $19,053
TOTAL SOPERFUND CONTRIBUTIONS: $19,053
-------
08/27/91
ENVIRONMENTAL PROTECTION AGENCY
PERSONAL PROPERTY ACCOUNTING SYSTIH
LEASED PROPERTY BY ACCOCHT ARLA/COSTODIAL ARLA/DECAL NUMBER
PAGE
DECAL M.I.C. t
ffiECAL VOUCHER
ACQ.DATE INV.DATE
DESCRIPTION
STATUS
RDATE LASTDPDATE
TVOUCHER
ENTRY DATE
ACC f
CONTRACT!
SERIAL
HFG.NAHE
MODEL i
SUPERFTJNDS
ACQ.DOCK CURRNT LOC
ACQ.COST ROCM NO.
ACCOUNT HO ACCOUNT
ACCOUNTABLE AREA:
CUSTODIAL AREA :
-------
08 I
DECAL H.I.C. t DESCRIPTION
K)ECAL VOUCHER STATUS TVOOCHER ACC *
ACQ.DATE IHV.DATE RDATE LASTUPDATE ENTRY DATE CONTRACT#
ACCOUNTABLE AREA: *
CUSTODIAL AREA : *
PAGE *
MFG.NAME ACQ.DOC f CURRNT LOC
HOOEL t ACQ.COST ROOM NO.
SERIAL SUPERFUND$ ACCOUNT AMT ACCOUNT
ENVTRCMENTAL PROTEC SNCY
PERSONAL PROPERTY. ACCOO,. , STSTEM
LEASED PROPERTY BY ACCOONT AREA/COSTOOIAL AREA/NOHQfCLAIURE
-------
08/27/91
ENVIRONMENTAL PROTECTION AGENCY
PERSONAL PROPERTY ACCOUNTING SYSTEM
OWED PROPERTY BY ACCOUNT AREA/CUSTODIAL AREA/CONTRACT NUMBER
PAGE
DECAL M.I.C. |
(CECAL VOUCHER
ACQ.DATE INV.DATE
DESCRIPTION
STATUS
RDATE LASTOPDATE
TVOOCHER
ENTRY DATE
ACC I
CONTRACT!
SERIAL
HTG.NAME
MODEL i
SDPERFONDS
ACQ.DOCf
ACQ.COST
ACCOUNT AMI
CURRNT LOC
ROOM NO.
ACCOUNT
ACCOUNTABLE AREA: 32
CUSTODIAL AREA :.519
684322 66655045 NO RQfiRKS
8320183
N
05/01/88
89/10/06
684314 66300546 11.7 EV LAMP ANALYZER
8320183
N
05/01/88
89/10/06
684312 70255045 NO RQftRKS
8320183
N
05/01/88
89/10/06
684310 70422500 MODEM*
8320183
N
05/01/88
89/10/06
684304 67204500 NO REMARKS
8320183
N
05/01/88
89/10/06
684301 66300542 NO REMARKS
8320183
N
05/01/88
89/10/06
646561 36102020 H/AUTO DOCUMENT FEEDER*W/STAND
8320180
N
07/01/87
90/01/10
68017351 N/A
0
68017351
0
68017351
0
68017351
0
68017351
801333
68017351 04006832
AHE-0025
68017351 2591217
40446
L3176060
OXYGEN
261
$1,135
HNU
PI-101
$4,542
EPSON
LQ-1050
$800
IBM
1800
$2,943
MINOLTA
X700
FOXBORO
128
$492
$5,992
PITNEY BOWES
L317
$3,149
1730-1
$1,135
$1,135
1730-1
$4,542
$4,542
1730-1
$800
$800
1730-1
$2,943
$2,943
1730-1
$492
$492
1730-1
$5,992
$5,992
1730-1
$3,149
$3,149
8QGB81A400
8QGB81A400
8QGB81A400
8QGB81A400
8QGB81A400
8QGB81A400
PSFA72E900
TOTALS FOR CONTRACT NUMBER 68017351
TOTAL ACQUISITION COSTS $19,053
TOTAL SUPERFUND CONTRIBUTIONS: $19,053
-------
08,
ENVIRONMENTAL PROTECT NCY
PERSONAL PROPERTY ACCOUk JISTQ4
OWED PROPERTY BY ACCOUNT AREA/CUSTODIAL AREA/NOMENCLATURE
PAGE
DECAL M.I.C. #
MJECAL VOUCHER
ACQ.DATE INV.DATE
DESCRIPTION
STATUS
RDATE LASTUPDATE
TVOOCHER
ENTRY DATE
ACC #
CONTRACT#
SERIAL
MFG.NAME
MODEL I
SUPERFUND$
ACQ.DOC#
ACQ.COST
ACCOUNT AMI
CURRNT LOC
ROOM NO.
ACCOUNT
ACCOUNTABLE AREA: 32
CUSTODIAL AREA :-519
684301 66300542 NO REMARKS
8320183 N
05/01/88 89/10/06
0
68017351
FOXBORO
128
40446
$5,992
1730-1
$5,992
$5,992 8QGB81A400
TOTALS FOR NOMENCLATURE ANALYZER ORGANIC VAPOR
TOTAL ACQUISITION COSTS $5,992
TOTAL SOPERFUND CONTRIBUTIONS: $5,992
-------
08/27/91 ENVIRONMENTAL PROTECTION AGENCY PAGE
PERSONAL PROPERTY ACCOUNTING SYSTQ4
LEASED PROPERTY BY ACCOUNT AREA/CUSTODIAL AREA/CONTRACT NUMBER
DECAL M.I.C. | DESCRIPTION MFG.NAME ACQ.DOCf CURRNT LOC
MDECAL VOUCHER STATUS TVOOCHER ACC i MODEL I ACQ.COST ROM NO.
ACQ.DATE INV.DATE RDATE LASTUPDATE ENTRY DATE CONTRACT! SERIAL SOPERFUND? ACCOUNT AMI ACCOUNT
ACCOUNTABLE AREA: *
CUSTODIAL AREA :.*
-------
08 I QJVIRONMENTAL PROTEC OCT PAGE 1
PERSONAL PROPERTY ACCOL. SYSTEM
OWNED PROPERTY BY ACCOUNT AREA/CUSTODIAL AREA/MANOFACTURER NAME AND MODEL
DECAL H.I.C. ~ DESCRIPTION MFG.NAME ACQ.DOCf CURRNT LOC
M)ECAL VOUCHER STATUS TVOOCHER ACC I MODEL } ACQ.COST ROOM HO.
ACQ.DATE INV.DATE RDATE LASTUPDATE ENTRY DATE CONTRACTf SERIAL SUPERFUND$ ACCOUNT AMT ACCOUNT
ACCOUNTABLE AREA: 32
CUSTODIAL AREA : .519
684312 10255045 NO RHftRKS EPSON 1730-1
8320183 N 0 LQ-1050 $800
05/01/88 89/10/06 68017351 04006832 $800 $800 8Q&81A400
TOTALS FOR MANUFACTURER EPSON MODEL LQ-1050
TOTAL ACQUISITION COSTS $800
TOTAL SUPERFUND CONTRIBUTIONS: $800
TOTALS FOR MANUFACTURER EPSON
TOTAL ACQUISITION COSTS
TOTAL SUPERFUND CONTRIBUTIONS:
$800
$800
-------
ENVIRONMENTAL PROTECTION AGENCY PAGE
PERSONAL PROPERTY ACCOUNTING SYSTO!
LEASED PROPERTY BY ACCOUNT AREA/CUSTODIAL AREA/MANUFACTURER NAME AND MODEL
08/27/91
DECAL H.I.C. ~ DESCRIPTION
HDECAL VOUCHER STATUS TVOOCHER ACC t
ACQ.DATE INV.DATE RDATE LASTOPDATE ENTRY DATE CONTRACTI
ACCODNTABLE AREA:
CUSTODIAL AREA : .
MFG.NAME ACQ.DOC# CURRNT LOC
MODEL I ACQ.COST ROOM NO.
SERIAL SUPERFUND? ACCOUNT AKT ACCOUNT
-------
u
ENVIRONMENTAL PROTO 3NCY
PERSONAL PROPERTY ACOk i SYSTHi
OWED PROPERTY BY ACCOUNT AREA/CUSTODIAL AREA/SERIAL NUMBER
PAGE
DECAL M.I.C. t
W)ECAL VOUCHER
ACQ.DATE INV.DATE
DESCRIPTION
STATUS
RDATE LASTUPDATE
TVOOCHER
ENTRY DATE
ACC t
CONTRACT!
SERIAL
MFG.NAME
MODEL I
SUPERFUND$
ACQ.DOC|
.ACQ.COST
ACCOUNT AW
CURRNT LOC
ROOM NO.
ACCOONT
ACCOUNTABLE AREA: 32
CUSTODIAL AREA : 519
684312 70255045 NO REMARKS
8320183 N
05/01/88 89/10/06
0
68017351
EPSON
LQ-1050
1730-1
04006832
$800
$800
$800 8QGB81A400
TOTALS FOR SERIAL NUMBER 04006832
TOTAL ACQUISITION COSTS
TOTAL SUPERFUND CONTRIBUTIONS:
$800
$800
-------
08/27/91
ENVIRONMENTAL PROTECTION AGENCY
PERSONAL PROPERTY ACCOUNTING SYSTEM
LEASED PROPERTY BY ACCOUNT AREA/COSTODIAL AREA/SERIAL NUMBER
PAGE
DECA1 M.I.C. *
MDECAL VOOCHER
ACQ.DATE INV.DATE
DESCRIPTION
STATUS
RDATE LASTOPDATE
TVOOCHER
ENTRY DATE
ACC f
contract*
SERIAL
HFG.NAME
MODEL I
SOPERFOND$
ACQ.DOC| CDRRNT LOC
ACQ.COST ROOM NO.
ACCOOlfl AMT ACCOONT
ACCOUNTABLE AREA:
CUSTODIAL AREA :
-------
08/27/91 ENVIRONMENTAL PROTECTION AGENCY PAGE: 1
PERSONAL PROPERTY ACCOUNTING SYSTEM
PERSONAL PROPERTY CUSTODY REPORT
NAME:
ID NUMBER:
CUSTODIAL AREA:
DECAL NOMENCLATURE
MFG.NAME
MODEL*
MFG.
936524 ADP & SUPPORT EQUIPMENT
XERXO
DDD
888
STATEMENT OF RESPONSIBILITY:
I ACCEPT RESPONSIBILITY FOR THE EQUIPMENT LISTED ABOVE. I HILL EXERCISE REASONABLE CARE IN PROTECTING IT. IF THE
EQUIPMENT IS LOST, DAMAGED, OR DESTROYED BECAUSE OF MY NEGLIGENCE, I UNDERSTAND THAT I MAY BE REQUIRED TO
REIMBURSE EPA FOR PART OR ALL OF THE ACQUISITION COST.
SIGNATURE OF USER
TELEPHONE NUMBER DATE RECIEVED
B-ll
-------
08/27/91 ENVIRONMENTAL PROTECTION AGENCY
PERSONAL PROPERTY ACCOUNTING SYSTQ1 '
DOLLAR VALUE SUMffiRY - OWNED PROPERTY
PAGE 1
ACCOUNTABLE AREA 32
ACCOUNTABLE AREA CA
CA
ACQ.COST$
COUNT
192
$500,007
2
206
$55,000,006,875
5
263
$297,588
100
284
$1,114,359
254
287
$1,317,569
387
503
$29,137
16
504
$113,969
55
506
$470
1
511
$4,015,700
597
512
$2,107,264
648
513
$3,919,187
1228
514
$3,841,835
605
516
$206,054
85
517
$240,116
82
518
$145,061
57
519
$20,053
8
522
$178,562
61
523
$8,376
3
525
$46,436
16
526
$6,500
2
527
$8,983
3
528
$49,316
8
529
$137,961
27
530
$49,740
22
532
$2,608
2
533
$639,952
180
534
$348,987
116
535
$79,333
23
536
$234,225
46
537
$67,395
29
538
$50,169
6
539
$11,695
3
540
$1,042
1
541
$105,528
29
542
$360,854
62
543
$595,384
161
544
$177,467
57
545
$142,409
35
546
$138,865
44
547
$3,800
1
548
$88,887
16
549
$50,706
22
550
$274, 146
64
B-12
-------
00/27/91 ENVIRONMENTAL PROTECTION AGENCY PAGE 2
PERSONAL PROPERTY ACCOUNTING SYSTEM
DOLLAR VALUE SUMfiRY - OWNED PROPERTY
ACCOUNTABLE AREA 32
ACCOUNTABLE AREA CA
32 551
552
553
554
555
556
557
559
560
561
562
563
565
567
568
569
570
571
572
574
575
576
581
TOTAL FOR ACCOUNTABLE
ACQ.COST$ COUNT
$101,710
3.3
$30,473
11
$147,175
33
$51,098
9
$443,770
132
$10,044
5
$142,482
38
$47,685
14
$113,172
25
$74,304
17
$34,872
13
$96,010
33
$34,753
12
$5,564
2
$30,079
14
$197,066
35
$42,811
6
$89,949
30
$101,924
16
$18,536
10
$114,407
51
$1,670,201
334
$121,954
13
. 32
,025,455,114- 6055
B-13
-------
08/27/91 ENVIRONMENTAL PROTECTION AGENCY PAGE
PERSONAL PROPERTY ACCOUNTING SYSTEM
DOLLAR VALUE SUMMARY - LEASED PROPERTY
ACCOUNTABLE AREA
ACCOUNTABLE AREA CA MO.COST$ CREDIT$ COUNT
B-14
-------
08/27/91
ENVIRONMENTAL PROTECTION AGENCY
PERSONAL PROPERTY ACCOUNTING SYST31
OWED PROPERTY WITH VOUCHER NUMBERS BETWEEN 8320180 AND 8320183
PAS
DEC' M.I.C. I NOMENCLATURE
MFG.. MODEL# MFG.SERf VOUCHERS TVOUCHERl
ACQ.COSTS ACQ.DATE SOURCE DESCRIPTION
EMP.E. LAST NAME FIRST NAME SENSITIVE RHfiRKS
MJECAL CONTRACT * ACQ.DOC.J
INV.DATE RECONDATE STJPERFUND$
CURRENT LOC.
STATUS
ACCOUNTABLE AREA 32
CUSTODIAL AREA 519
(46561 36102020 COPIER DESK/TABLE
PITNEY BONES L317
$3,1 07/01/87 J
L3176060394 8320180
H/ADTO DOCUMENT FEEDERMf/STAND
68017351 1730-1 N
$3,149
684322 66655045 EXP LOS METER
OXYGEN 261
$1,1 05/01/88 J
N/A
8320183
NO RDttRKS
68017351 1730-1 N
$1,135
684314 66300546 ANALYZER PHOTOIONIZATION
HNU PI-101
$4,5 05/01/88 J
801333 8320183
11.7 EV LAMP ANALYZER
68017351 1730-1 N
$4,542
684" 70255045 PRINTER ADP
EPi LQ-1050
$8 05/01/88 J
04006832 8320183
BO REMARKS
68017351 1730-1 N
$800
684310 70422500 COMPUTER MICRO PERSONAL HON PORTABLE
IBM 1800 AHE-002592 8320183
$2,9 05/01/88 J MODEM*
68017351 1730-1 N
$2,943
684304 67204500 CAMERA STILL 351*
MINOLTA X700 2591217 8320183
$4 05/01/88 J NO REMARKS
68017351 1730-1 N
$492
684301 66300542 ANALYZER ORGANIC VAPOR
FOXBORO 128
$5,9 05/01/88
40446 8320183
NO REMARKS
63017351 1730-1 N
$5,992
TOTALS FOR ACCOUNTABLE AREA 32
TOTAL ACQUISITION COSTS $19,053
TOTAL SUPERFUND CONTRIBUTIONS: $19,053
B-15
-------
08/27/91 ENVIRONMENTAL PROTECTION AGENCY PAGE
PERSONAL PROPERTY ACCOUNTING SYSTEM
LEASED PROPERTY WITH VOUCHER NUMBERS BETWEEN 8320180 AND 8320183
DECAL M.I.C. * NOMENCLATURE (CECAL CONTRACT * ACQ.DOC.f STATUS
MFG.NAME MODEL* MFG.SERf VOUCHER# TVOUCHERf INV.DAIE RECONDATE SUPERfUNDS
MO.COST$ BEGIN END CREDIT? DESCRIPTION
EMPLOYEE ID LAST NAME FIRST NAME SENSITIVE RIMARKS CLOCATION
ACCOUNTABLE AREA
CUSTODIAL AREA
B-16
-------
APPENDIX C
TROUBLESHOOTING
-------
APPENDIX C
TROUBLESHOOTING
C.l SYSTEM MESSAGES
The Local PPAS is invoked through the DOS operating system which calls
PC/FOCUS to execute the PPAS programs.
Error messages can be displayed from DOS or from PC/FOCUS. Refer to the IBM-
DOS manual provided with your computer for DOS error messages.
The FOCUS error messages are by-passed by the PPAS programs unless incorrect
keys are pressed during execution. The most common error is pressing a function
key at the incorrect time. This will usually produce the prompt ">" or "> >". At this
point you should type "FIN" and press [ENTER]. Next, re-enter the PPAS.
PRINT ALL ERRORS AND FORWARD TO YOUR LOCAL PPAS SYSTEM
ADINISTRATOR-
C.2 HARDWARE PROBLEMS
If you encounter any hardware problems (that is, keyboard, printer, monitor, or
Bernoulli box), the following steps should be taken:
1. Make sure that the hardware device is on.
2. Check all of the connections.
3. Contact your appropriate hardware support personnel.
C.3 REPORT PRINTING PROBLEMS
If you have attempted to print a report without turning on the printer, the following
message will be displayed:
PRINTER ERROR. TYPE ANY KEY TO RETRY OR "Q" TO QUIT
After the message has been displayed, take the following corrective action:
1. Turn on the printer.
2. Strike any key to re-attempt printing the report.
3. Attempt to run the report again.
4. If problems persist, exit the PPAS, return to DOS, and re-enter PPAS. If
problems stilf persist, leave the PPAS, turn the computer off, wait 2-3 minutes,
turn the computer back on, and try again.
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C.4 PROBLEMS COMMUNICATING WITH THE NATIONAL PPAS
MAINFRAME
When uploading or downloading data, the transfer of data may produce errors.
When problems occur while communicating with the National PPAS mainframe, the
following steps should be taken:
1. Attempt to logoff if you have completed the logon sequence.
2. Only when there is no other way to terminate the current process, press and hold
[CTRL] while you press [ENDj.
3. Type "Y" and press [ENTER] when the following window is displayed:
If any errors occurred during this process, select 'Yes' to
re-attempt transmitting. If no errors occurred, select the
No* option.
4. The system will ask you to try again. It is not necessary to re-ready your files.
5. If problems persist, exit the PPAS, return to DOS, and re-enter PPAS. If
problems still persist, leave the PPAS, turn the computer off, wait 2-3 minutes,
turn the computer back on, and try again.
6. If the problem is still not resolved, contact your Local PPAS System
Administrator or call the IBM/NCC user support staff.
C.5 RE-BOOTING THE SYSTEM
When it becomes necessary to re-boot the system, perform the following steps.
1. Turn off the computer.
2. Wait 2-3 minutes.
3. Turn the computer back on.
If problems still persist after re-booting the system, contact your Local PPAS System
Administrator.
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APPENDIX D
GLOSSARY OF TERMS
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APPENDIX D
GLOSSARY OF TERMS
HARDWARE/SOFTWARE TERMS
Architecture
AT
CPU
Disk
Disk Drive
Dumb Terminal
Floppy Disk
Hard Disk
Hardware
Mainframe
Microcomputer
Somewhat like a blueprint of a computer system,
architecture refers to the set up ana relationship
between the different parts of the computer.
Advanced Technology. Term used to refer to a
microcomputer that has a RAM capable of working with
more than 640,000 (640K) characters of information.
The AT machines are also capable of processing
information at a faster rate.
Central Processing Unit. The "brains" of a computer.
The CPU contains the ROM, RAM, and electrical
circuits that make a computer work.
Where information typed on the computer is placed for
future use. Similar to a record, a disk is a magnetized
recording medium that can record computer signals.
The portion of the computer where floppy disks are
inserted or hard disks are built.
A terminal which must be connected to a computer to
work. A dumb terminal passes information to a
computer but cannot process information without the
computer's help.
A disk that looks like a square record and can be
inserted and removed from the computer. Currently
floppy disks can store anywhere from 196,000 (196K) to
1.2 million (1.2 meg).
A disk that is built into or permanently installed in a
computer. Hard disks can store anywhere from 5 to 100
million bytes of information.
Physical computer components.
Term used to refer to the largest and most powerful
computer available. More than 200 people can use the
computer simultaneously and as data is sent to the
computer, the computer controls how the information is
processed. Examples of mainframe computers include
the IBM 3081 and the Sperry UNIVAC 1183.
Microcomputers are computers that usually only
accommodate one user at a time. Some familiar
microcomputers include IBM Personal Computers,
Commodore 64, and Radio Shack TRS-80.
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Minicomputer
PC
Program
RAM
ROM
Smart Terminal
Software
Terminal
Wide Carriage Printer
XT
Middleman in computers. A minicomputer functions
like a mainframe but is not quite as powerful. Usually
minicomputers can accommodate between 32 and 64
users at one time and are more limited than the
mainframe in the amount of information they can
process and retain. PRIME computer systems are
examples of minicomputers.
Personal computer. Same as a microcomputer.
A list of instructions that are performed by a computer.
Random Access Memory. The working memory of a
computer. When you turn on the computer the
information you retrieve is brought into the RAM area
which allows work to be performed on the data. RAM
is frequently referred to as the temporary memory area
because all information in the RAM is erased if the
power to the computer is interrupted.
Read Only Memory. Instructions that were stored in the
circuitry of the computer at the time the computer was
manufactured. Tne instructions control how the
computer reacts when it is first turned on.
A terminal that can perform by itself (without being
connected to a computer). A smart terminal can be
programmed to accomplish certain task on its own.
Computer programs.
A device used to send information to or receive
information from a computer. A terminal is usually
equipped with a keyboard and a monitor.
A printer that can use paper up to 17 inches in width.
Extended Technology. Term used to refer to
microcomputers that nave one floppy disk drive and one
hard disk drive.
OPERATING SYSTEMS AND APPLICATION PROGRAMS TERMS
Application Program
"Boot the System"
DOS
A program (that is, a set of instructions) which applies
the computer to a particular problem, for example: a
mailing list program.
Refers to the transfer of the operating system program
into the computer's where the operating system takes
control of the computer.
Disk Operating System. One type of operating system
for microcomputers. The IBM PC and IBM PC
compatibles use DOS.
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Operating System
MAINFRAME TERMS
Batch
CICS
FOCUS
Interactive
JCL
Job
The program that controls all the basic functions of the
computer, for example: reading and writing data to
disks, printers, or monitors; executing application
programs, etc.
A complete set of instructions that are processed by the
computer and require no interaction from the user.
Customer Information Control System. A program on
the IBM mainframe that allows information entered
through terminals to be used at the same type by user-
written programs. Although somewhat complex to set
up, it greatly simplifies terminal use for end-users.
One of the four-generation languages, that is, a program
that allows you to build a data base and/or produce
reports from a data base using a few simple English-like
commands.
A set of instructions that are processed by the computer
and require interaction from the user. As the computer
processes a program, the user is periodically prompted
tor information. The computer reacts in a certain way
based on the information supplied.
Job Control Language. A computer language designed
to tell the computer which steps to take when running a
job.
A complete set of computer programs, files, and
instructions that are sent to the operating system and
processed.
Remote Job Entry (RJE) The sending of data to a computer that is removed from
the office environment by can be accessed through
telephone lines.
TSO
Time Sharing Option. An operating system on the IBM
mainframe tnat controls interactive terminal sessions.
TSO commands allow you to retrieve, edit, and store
data; you may also execute application programs (for
example: report writers and statistical programs) in a
TSO session.
COMMUNICATIONS TERMS
Baud Rate
Communicate
Dial-up
The speed that information can be transmitted over a
telephone line. Usually measured in Bits per second.
Transfer information between two computers.
The use of a dial or push button telephone to initiate a
station-to-station telephone call, for example: to connect
a terminal to a mainframe by telephone.
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Download
Modem
On-line
Uploading
The transfer of information from one computer to
another. Downloading usually refers to the transfer of
data from a large (mainframe) computer to a smaller
(micro) computer.
A device that is used to transfer information from
computer to computer using standard telephone lines.
The modem converts a signal emitted from the computer
into a signal suitable for a telephone line and in turn
converts a telephone signal into a signal that can be
understood by the computer.
Connected to a computer. You dial a computer, the
computer answers ana responds to instructions you type
at your computer's keyboard. An "on-line data set or
file" is information stored in a computer system that is
accessible from the terminal or can be printed out.
The transfer of information from one computer to
another. Uploading usually refers to the transfer of data
from a small (micro) computer to a large (mainframe)
computer.
DATA BASES AND FILES TERMS
Data Base
DBMS
A collection of data. A data base is typically used for
information retrieval and reporting puiposes.
Data Base Management System. A DBMS assists a user
in the creation and maintenance of a data base and in
the processing of the computer programs which access
and use the information contained in the data base.
Fixed-Length Records Record within a data base that all have the same
number of characters. If the length of a record has been
designated as 80 characters, and the data entered is only
20 characters in length, the computer inserts 60 blank
spaces. A space is a character as far as the computer is
concerned.
Record The information that comprises one complete set of data
in a data base. For example, a record in a mailing list
might consist of a last name, first name, and an address.
Variable Length Records Records within a data base that have different numbers
of characters. If a record is 20 characters in length, only
20 characters are recorded by the computer. No blank
spaces are inserted in the file.
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MISCELLANEOUS TERMS
Byte
Compatible
Default
Edit
Emulate
End-User
Enter
Process
Programmer
Spreadsheet
Store
A character of information. The letter A is a byte, the
number 1 is a byte, and the pound sign - # is a single
byte of information. Also used to specify the amount of
storage space available in a computers memory (RAM)
or on a computers disk. Ten megabytes (10MB or
10 MEG) of memory indicates that 10 million text
characters can be stored.
Refers to two computers or pieces of equipment that are
alike (even through they are manufactured by different
companies). Information entered using one computer
can Se accessed and used in another computer without
adapting the material in any way.
A condition that is automatically in effect when a
computer is turned on or when a program is processed.
Type, change, rearrange, or delete information.
To make one type of computer imitate another. A
personal computer (PC), if equipped properly, can
imitate a terminal that is used with a mainframe. The
PC can then accept and send information to the
mainframe.
A person who analyzes and uses the information
generated by a computer.
Type information into a computer.
The computer reads through a program (list of
instructions) and responds to the directions it is given.
A person who designs and writes programs for a
computer.
A computerized representation of a ledger sheet.
Usually designed to resemble the standard rows and
columns that are printed on accounting paper. Also
referred to as an electronic spreadsheet.
Save information on the computer, a diskette, or a tape
so it can be accessed at a later time.
Retrieve
Access information that has previously been entered and
now needs to be edited.
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APPENDIX E
PPAS INSTALLATION PROCEDURES
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APPENDIX E
PPAS INSTALLATION PROCEDURES
Be sure you have the following:
PC/FOCUS
CROSSTALK ON C:\XTALK
BERNOULLI BOX (OPTIONAL)
640K RAM MEMORY (2 MB EXTENDED RAM OPTIONAL)
1. Turn on the computer and go to DOS.
2. Place the Bernoulli cartridge, un-write protected in upper Bernoulli drive (D:) if
you are installing PPAS there.
3. Place the PPAS installation disk in disk drive A.
4. At the C: \> type "A:B and press [ENTER].
5. At the A:\> type "INSTALL", press the space bar, the memory you have
available (640 or EXT), press the space bar, and the destination drive for the
installation (B for Bernoulli, C for the C hard disk and D for the D hard disk.
Example: You are installing to a computer that has 640K RAM and want to
install on the C hard disk, you type "INSTALL 640 C and press [ENTER].
Example: You are installing to a computer that has 2 MB RAM and want to
install on the D hard disk, you type "INSTALL EXT D" and press [ENTER].
Example: You are installing to a computer that has 640K RAM and want to
install on the Bernoulli cartridge, you type "INSTALL 640 B" and press [ENTER].
6. You see the message: "Modifying appropriate files. Please
wait..." PPAS will be installed. This will take some time.
7. When installation is complete, you see the message: "PPAS has been
installed."
8. To start PPAS, at the C:\> type "PPAS". You see the PPAS Main Menu.
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