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Fire Safety Reporting

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1. Ir As you can see the windows are exactly the same only the tables E ae were information is kept will be different SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 5 Fire Safety Reporting Queries This option allows the user to build user defined reports This is a very powerful tool but requires an understanding of how the database is made up Fire Safety Window FP Premises Records FP File Number Register File Tracker Job Management Petroleum 1 1 1 Work M EE e Click onto Fire Safety Prevention E Letter Manager Property Directory Current FP Posting Batch e Scroll down to Reports nspections and Visits gt Setup gt a Risk Management s Progress e Click onto Fire Safety Reporting Heath and safety ERE j Certification Transactions Premises Known To The Brigade Home Office Statistics FS Performance Indicators Certification Year Analysis Certification Analysis Premises Progression Monitor Certification Monitor Premises List The Fire Safety Reporting window will open M Liser Defined Reporting gt Fire Safety Reporting As you can see you have three windows rire safety queries Untitled Bl x Available Fields Window 1 gives you all 8 the available tables and sub tables within the
2. aai E 12 JOIN Ond OUTER TOPDN iade exe oett ecd 13 SELLETED COLUMNS VINI OW IWO pou uut Ups c eur ets cata Eten oup in ite de bate pA ede 15 Adda OR BUITE Las tob dia pte B sa a REP d t AN eR dV rev vd dad DN ttv Eel ab tie a 18 Add TE c y DNO te PIDE ER OPI Pu be PEE NEU EI MM MEI MU DEM MR 19 Test Ruw Query BUONS NOTTE 20 SVINE PNE DET PTS 21 OUI aa T RM 22 TABLES WNUOW QS i Stet Mt abite nb tede tm eee TM aM hee M a M A RR E EI EIE MEUM E 23 Adding Additional Tables to the 24 DEEECIRDCODUUMNSSSHIGOOWSTWOS RR E cell asd eum eu 27 Lest nd mcn 31 DEFINE SELECT COLUMN Wid Wy OC ossi oo bh REO aarti ER 32 Emera Datekang ense 33 Addana Q ery EME o 34 Oi O si 35 G81 11 aN 5 5 estes M iM M
3. e Select a Table that you wish search on by highlighting i e Inspections e Click onto the Select button Eu Define Relationship SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 23 S me tm se te verso T As you can see Inspections table and all the sub fields within that table has appeared in the Available Fields window 1 Under the General folder you will be given the list of all the Tables available within Fire Safety Reporting All the other folders will only have tables that are linked to that particular table Adding Additional Tables to the Query Available fields ay General gt System time System date From the Inspections folder Date Comments Retum code zh Hours Personnel type Attendees gt Divisional analysis gt Period number zi Units z Duty sem Add table Remove table Where e Highlight Inspections folder e Click onto Add Table button EISE acle This will open up the Available Fields option window which is a list of All Tables of Search Criteria Available ffs inspecion calender ff inspection purpose OP integrated Riik Codes e Select Inspection Type e Click onto the Select button Select fff Methods of job rece Tes Other rapechce anayo per OP Premises OP Scale objects De
4. 25 11 206883 DO ERATE 12 2003 DOO th It 1 OF 102003 O e resuits WIndGOW NIA 23 102008 0000 Nana ras won Deli Lane Bode 1 102003 2 Le Se 13 30 200 DO 0 T ice Burial V Villae Hal Lindy Lare etos Fia ita Pia o 102a Lara Whee 30 102 2008 DO 00 Read Becda ADDS 12 30 200 DO 0 Ure 3 esty Flea Boote leri 13 200 DO 00 Lire Food 13 11 2003 a 4 9 Fea Draha Anes Wt 11 2003 DO 00 z 07 MWhelues Euler Supplier Lid TET lk Red Ames Lingi bisae MAOT 16 10 200 e Click onto the X in the top right hand cum seas da 2 Miaka Uri assum Pas Cem Fed 12 11 2003 DO 0 Uret b Fraceuame intem TUM aries Aa MATIGE 23 102003 CO rn e r A G 4 Sarti beluis E che Desmar Fed Aor 21 102003 2 dea lk Fen Aktes MA Se 17 11 2003 Do 00 Hartbaie Lee 2 inh MAO SS 22102008 Saving Queries To enable to be save the query that you hav
5. number of records 180 FSEC Group F1 SOPHTLOGIC COMMERCIAL IN CONFIDENCE Fire safety queries 1O x Supplementary Line Description __ Countofinspectiontypecode AUDIT BRG CLAUDIT CLMSC Ful FUL aco PRE SPI_ Attendance at Display E xhibition 1 0 0 0 1 0 0 0 0 0 0 0 0 0908 0 0 3 0 0 0 0 0 0 0 0 3 0905 0 4 0 0 0 1 0 0 0 0 0 1 0904 12 0 0 3 0 0 1 0 0 0 0 0 8 0903 28 0 3 10 0 0 1 0 0 1 0 0 13 0902 38 0 5 11 0 0 7 0 0 1 0 0 14 0906 61 0 2 23 0 0 3 0 0 0 0 0 27 0909 2 0 0 1 0 0 0 0 0 0 0 0 1 0901 298 0 52 0 0 49 0 0 3 0 0 128 E28E Derelict Tanks 18 0 0 0 0 0 4 0 0 0 0 0 14 Disabled Persons Home 1 0 0 1 0 0 0 0 0 0 0 0 0 E294 Explosives Mode Registered 44 0 0 0 0 0 0 0 0 i 0 0 43 E298 Explosives Mode B Registered 132 0 3 0 0 0 2 0 0 1 0 0 126 2 Factory 1 0 0 0 0 0 0 0 0 0 0 1 0 B0603 Factory or Warehouse 156 0 45 7 0 0 20 0 0 7 0 0 7 60103 Factory or Warehouse 3 0 2 0 0 0 0 0 0 0 0 0 1 Factory or Warehouse 99 0 5 0 0 24 0 0 5 0 0 23 AD203 Factory or Warehouse 225 0 40 32 D 0 34 0 0 5 0 0 114 K 103 Factory or Warehouse 11 0 4 0 0 0 3 0 0 0 0 0 4 F Fire Investigation 238 0 0 0 238 0 0 0 0 0 0 0 0 F4 FS Talks General 3 0 0 0 3 0 0 0 0 0 0 0 0
6. Inspection type description code Order ay Inspection calender Date of inspection zb Inspection frequency in months Active Select columns Effective unti Value of Retum code Equal to AUDIT Insp Calendar Allocated To Insp Calend AND AND fe Insp Calendar Allocated To Insp Calend Value of Finish Date Greater than or equal to 01 04 2009 able Where ann NI Value of Date of inspection Is empty PAGE 19 Test Run Query Buttons To Test Query Test query e Click onto the Test Query button A dialog box up sey you have not used anything A No fields have been selected from the Inspection type table from tables that was selected in the Available Fields window Einen You might not have used anything from that table in the column window 2 but did use one or so of the fields from the table in the Where window 3 or it was part of the linking of tables Either way e Click onto the OK button If there are no records to pull back which meet the search criteria entered a message will appear as follows This lets you know not to run query as there no records A Query executed sucessfully however no records were returned returned e Click onto the OK button If there are records to return A dialog box will a
7. The query will appear in the FSQ window for you to Plier dadien ZR Pueden Hid deep by cour she Frequency of irzpechon E kepian aceti execute amend etc leri Fie rne Aby No el 0 LAM Hot geouped bp T 85 Date dore Test aues Fp gt Fp x Mi Hida vaka Peach x Fran quee X he un RC m where AND Widow ed PSC reae s E 1 2 The Fire Safety Reporting Personnel Queries Training Queries and Operational Queries are exactly the same window just they reference different database tables enabling different type Queries to be created SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 42 Printing amp Exporting Facilities from the Brown Clipboard The following section describes how to use the standard Printing and Exporting facilities which are incorporated in the majority of windows e g Fire Safety Queries Window From the Executed query number of records 27 Fre quere FSECnm Supplem Dencnpis Count ol GG CAS CLAUDIT CLHSC CLNEw EDU Ful HOU LIC A A l 4 3i 0 0 1 4 B 2 1 B Care Homes 42 2 3 28 0 0 0 1 0 1 1 1 t Howes of HH Tenemeri 33 1 1 A 0 0 1 0 1 1
8. W za A Factory 1 p i p g g 0 0 erie 1 1 1 1 o0 A Shap 5 2 i n 35 6 tk SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 47 Below are a few MS Excel Formatting Options examples Dk ee em Dee ede geb A DF Addi diTR4naA amp OSD HA Ee Cl 1 umi ass ayout JA Oa Hap gt Cae 2 a Hem H n n y ai Peponi Pat i a 1 F Mc E 4 ER T FE ther Donee i H Deed n J Farther 1 D dis E Popin 4 H i Pese E ci hdd AMA eco aas E v im 1 1 F 7 ipni e us p RE D aad T A i E infone ieri m hara oum a 1 dut ately Pip Poppet sd aua cimi 1 F Rasa 2 n un p LN a we bee Dus a s f ee 1 4 IP iv d 1 TT List 1 layout L A ER IE m 1 AC Meses if Masi PMO Teenest n Jamal 2 Vineet Vee Comey come Sven eai rmv Ux eee i i 8 i E eant 0 3 i 2 penran i
9. E IA bh b b bh b In the top left hand corner 14 1 4 0 I 1 z 1 F F 14 1 1 0 I 1 oO oO 1 la la barrei oO 5 0 ll oO 1 H H Othe Sleeping Accomodahon Tu 1 oO 1 0 1 Oo 1 1 d Further E ducahon 1 oO 4 0 oO 4 0 Publ Bulge 4 0 0 0 0 Licensed Premises 24 1 12 1 1 0 1 0 2 2 M M 13 a 0 0 1 0 2 2 Click onto the Brown H H Shopi 1 2 8 0 0 0 1 0 0 3 2 P P Other Premire Open in e Public 21 1 2 0 0 0 1 0 0 3 2 n n Factories and w arehoures 20 1 2 4 0 n n 1 n 2 2 Clipboa rd Icon 5 5 Offices 2 1 5 0 0 0 1 0 0 3 2 T T Dither workplaces 15 2 3 0 0 2 0 0 1 1 2 Fee Satety Property 3 0 0 2 l 0 0 0 0 0 0 2 AD Hata 2 0 0 0 0 0 l 0 0 gt 2 Facia 1 0 0 Office 1 0 0 0 m Shee 0 2 0 l 0 2 0 0 The standard printing and export facilities represented by the Brown Clipboard icon include the following facilities Modify Column Layout number of records 22 Fire safety queries Print Report Send to MS Excel Modify Column Layout Print Report MS Excel Formatting Options M5 Excel Formatting Options Send To csv File Send To csv File Letters and Mail Letters And Mail Factory Se
10. EAE AD E 37 SAN INGUDERIES eon sae anatase 39 SAVE ASCODUPEICATE AMENDED a tedio Ce a 40 A EIL M UL M 42 Printing amp Exporting Facilities from the Brown Clipboard eese 43 How to Mo dify Column TGV OU x saath PH 44 Howtos rnnt a Repo E UN du sut Der atas dec Se 45 How LOT ORO MS Excel ODUM OVS d sides ba 46 sS E Cei s o usua nhu 47 Howtosenddata to CSV IONS 48 How TO FOIUrito Factory SCL OS uersa 49 SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 3 Introduction The level of detail needed when entering data into pharOS means that the information available is very comprehensive Reports can be as simple or complex as necessary This manual gives the user the tools to interrogate the database and save commonly used Queries Types of Report There are 3 levels of reporting within pharOS Reporting Windows There are standard windows which provide reports to
11. Scale objects PRES E 4 b Select Define Relationship ch is a list of All Tables of Search Criteria the list of all the Tables available within Fire Safety Reporting All the other folders will only have sub tables that are linked Select a Table that you wish Search on by highlighting i e Inspections eo e Click onto the Select button Select As you can see Premises table and all the sub fields within that table has appeared in the Available Fields window 1 Add more Tables Adding Additional Tables to the Query Here is where you will link the tables together for this is you now need to link the tables to e Click onto the Premises folder e Click on Add Table button at bottom of window 1 e Select Inspection Type Odd table SOPHTLOGIC COMMERCIAL IN CONFIDENCE Available fields a General zb System time zb System date BA Premises File number Name Address zi Post code Geo ref zb District council zb Frequency of inspection Inspection anniversary Date last inspection done Fp officer zh Fallow un details x Once a table has been selected you can not use the General folder again The reason each other for your query to work Available fields ay General Z System time zb System date BA Premises Filen r
12. Column2 Value of Supplementary Line No Alias Supplementary Line No Not grouped by column Column3 Value of Description Alias Description Not grouped by column Column4 Count of Inspection type code Alias Count of Inspection type code Not grouped by column idumnb Count of Finish Date Count of Finish Date Column grouped by inspection type 1 ir Ww Align left Width 11 Align left Width 64 Align center Width 8 Select column to add Available fields fia Inspection Allocated To Code Code Inspection alloc ft Inspection Allocated To Name Inspection alle ay Inspection type Inspection type code Inspection type des Return code Order Integrated Risk Codes Supplementary Line No gt Description FSEC Group Life risk Expiry Date Premises example below The selected field will now show in right window 2 selected columns window Repeat this until you have entered in all headings for columns that you wish to be displayed in report You will still see the 180 records that have returned like before except the system has entered the FSEC Groups down the side of the page and the Inspection Codes across the top of the page giving you a Count by total of each Inspection Type And the row Grouped the data by Inspection Types giving each inspection its own column
13. Inspections finish date Condition Equal to Available fields ay General zh System time gt System date QQ Inspections Comments gt Return code Hours gt Personnel type Attendees Divisional analysis Period number z Units zh Dutu sustem z Add table Remove table Where gt Select gt The Function box is always defaulted to Value of e Click onto the Functions Arrow Value Cancel A drop down menu of options will appear where LC Function A drop down list will appear gt change if necessary Field Condition For this query we want the Function on Value Of option Value SOPHTLOGIC COMMERCIAL IN CONFIDENCE Value g Upper value of Lower case value af Mid value substr3 3 Mid value substr3 2 PAGE 32 The Condition is always defaulted to Equals to Click onto the Conditions Arrow A drop down menu of options Function Value of Field inspections finish date Condition Equal to Value Greater than or equal ta Less than or equal to Equals to Numbers Dates Not equals to Numbers Dates Greater that or equals to Numbers Dates Less than or equals to Numbers Dates Begins with Text Ends with Text Contains Text Is empty Leave Blank Is not empty Leave Blank Does not begin with Text Does not end with Text Does no
14. Lent Shep For Prohibir Moles Canisa Data rioan UL Lent Shep For Request hor informaben Le Canser Shep Data For Ponte rim cei Le Lent Shep For Reapers bo requests Lar ag res um car As you can see Finish Date has appeared as column 4 under the Address column SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE Random Selechon Noel 0 Test query Fun quer 16 ntegrated Risk Codes folder e Click onto FSEC gt Value of e Click onto the Select button Select ha SEE grouped bey column Arc ef guoupec by columm 15 bores bliri vakas of Frith Oat This will open up the Select Value Attributes window T E binae i Group Recorde 0 Be Eisd uii Not grouped by column Im Irap Calendar Allocated To Godef Calendar rep akor d o meae rsen nat Tin dram rry irs sense Whee L Select e Click onto the OK button As you can see FSEC has appeared as column 5 under the Finish Date column ntegrated Risk Codes folder e Click onto Supplementary Line Number gt Value of NITE e Click onto the Sele
15. Print Report The system will automatically generate a report of the information currently displayed 1G Pharos Sophtlogic Ltd Date printad 18 11 200 12 1 Fire safety queries Page 1 Please note the information included in po D NMEReneteemoaciuen 9 8 the Print or Export wil be the data Sng Accom 1 retrieved from the single or multiple o X D 1 1 searches previously performed ca w LA I 5 X G 3 ml P Show Paged Report E e To print the report click the P button positioned in the top right hand Open Page Preview corner of the window Print Page Print Report A drop down menu will display e Click onto Print Report The Print setup window will display ix rinter Name Main Office HP Network Printer Properties i Status Ready Please note the Print Setup window defaults to the printer Type OfficeJet G85 Where Main Office previously specified as the default printer via the Settings Comment 10 100 0 115 Part 1 Printers option of the Start button of Windows ix 5 Portrait i Source Automatically Select C Landscape e Click the OK button to print the report Help Network Cancel The system returns to the screen report When the report has been viewed and is no longer required e Double cl
16. button Select gt This will open up the Select Value Attributes window where it allows you to change the character length which determines the width of column in the report The Label box allows you to change the heading for that column Select value attributes Select Value of Inspection type code Label Inspection type code Justification left Width 22 Available fields zb Inspection type locked gt Foreign key to service history record of person at finish date gt Yes if inspection is cancelled fa Inspection Allocated To Code Inspection allocated t f amp Inspection Allocated To Namel Name Inspection allocated ay Inspection type Inspection type code Inspection type description gt Return code gt Order QQ Integrated Risk Codes Supplementary Line No gt Description FSFE Groun zi Add table Where L Select gt Remove table e Click onto the OK button safety queries Untitled Available fields gt Inspection type locked Yes if inspection is cancelled As you can see Inspection Type Code has appeared as Q Inspection type Inspection type code Inspection type description Retum code Order Q Integrated Risk Codes Supplementary Line No Description FSFf farnun Add table column 3 under the De
17. 10 DUCI H Wo Shop Ful Vz 11 2008 O00 EZH E splen Mode E Region Ex Ds TT 008 DUCI cme em kon Made D Pind SA 04 11 2000200 was within the date range that was entered Ec Epirit ri el 10 2008 cise Purpose buk Let occupsed as an CLAUDIT 14 10 2008 0000 D Liak Purpose Eust as an HHO Ful C4 2000 H BHK Shop H Ship Ful Oz 2009 OOO HN Shop zm H Enenn 5h CL AUDIT 03 12 2000 00000 Dia Eois 1305 2008 onu 5 Eoo Office ERG 24 2008 0000 FF F Fra z 11 2000 1 Da Licensed Pres EL AUDIT 7410 Oo H Shop Ful 12 11 2008 orn FF Fi Fine bresaola LL MSIE ZA CES EUH L Dur Licensed CL AUDIT 17 06 2000 oon 4 F ATI ERT 20083 F 1362 0090000 This type of query you can use the Count of L Licenced Prema UL AUDIT 2000 OO OO FF Fi UMSE 2410 H Sleeping Accomodat n SP T4 C 2008 Ooo FF Fi Fine LL MSIE EI DUCI Fr FF Fire lirrrestigation 207 2000 0000 5 11 20608 H END rinsa brda VU eb on Count Of Count of will count how many records they are to be counted e g How many Inspections for each FSEC Group Select columns Column Value of FSEC Group Alias FSEC G
18. E Sy Address Post code Geo ref zb District council Frequency of inspection Inspection anniversary zb Date last inspection done PAGE 10 Select table to add OP FP OP Fie wacker Inspection calender The Tables that are Linked to the P as shown OP Integrated Risk Codes Im Location 1 Penaleum licences secondary use Iq Presses attributes values fff Prohibitions OP Risk am Sate Ste contacts Click onto the Select button Define Relationship Inspections will attach itself to the bottom of the Premises table list Repeat the above instruction but this time e Click onto the Inspections folder e Click onto Add Table e Select Inspection Type Inspection Type will attach itself to the bottom of the Inspections table list Click onto the Premises folder e Click onto Add Table e Select Integrated Risk Code Integrated Risk Code will attach itself to the bottom of the Premises table list E Salen Blen date Click onto the Premises folder Click onto Add Table Select table bo add Appesk gie ac Certes y Bf Eniorcemernt notices j Tranaactionr Wt Fe racks Inigection m Marise err m Lene Pevoteun kamai WS Preise tecondan uis Click onto Define Relationship button Ji SOPHTLOG
19. View the Saved query e Click onto the Open button we cic b PROTO Oe fale enabled FTG ful Fein arcem p Open Em e Click onto the Library you saved the query in As you can see the query you created and saved is in the Library Save AS Duplicate Amended Queries To enable queries to be Duplicated Amended queries using the same kind of data but allowing you to amend add delete columns etc And re save under a new name Open the original Query e Click onto the Open icon Open f e Click onto the Library the query is saved in H Te e Select the Query pasera anen s aoe e Click onto the OK button 1 A This will re open the Saved query Select columns o e Make the Amendments to the oR Value of Finish Date Greater than or equal to 01 04 2009 AND query Value of Date of inspection Is empty Select columns Add Value of Return code Equal to AUDIT MEE M AND Au Modify Fs Value of Finish Date Greater than or equal to 01 04 2009 In the example above have removed AND Value of FSEC Group Begins with L the Date of Inspection and added FSEC EN zm Groups L H 4 Save as BJ e Click the Save As button Query name all FSEC L premises had Insp but have No Cal entry The Save as window will display istam red All FS
20. folder e Highlight Inspections folder e Click onto Add Table Add table e Select Premises e Click onto the Select button Select SOPHTLOGIC COMMERCIAL IN CONFIDENCE Description E FSEC Group Life risk Expiry Date Add table Remove table Where elerk table ba ade cairia Wy ripeador purpose irpiri integrated Risk Coches qn uh m of ncmo oer nspechon analysis nspechon am cue Ch Puit arid Dai a ahere E regles 0031 PAGE 25 Even though Premises is linked to the Integrated Risk Code table it may not be linked within the system setup Knowing the System Setup is very important when creating these Queries form Fire Safety Reporting Available fields zb Order ay Integrated Risk Codes Supplementary Line No Description FSEC Group i zb Life risk z Expiry Date File number Name Address Post code Geo ref From the Premises folder b Distict counci a Zh Frequency nf insnectinn z As you can see Premises and all the sub options associated to the Table has now appeared under Integrated Risk Code in the Availability Fields window e Highlight Premises folder Add table e Click onto Add Table ELE Eniccement rainei I Transactions Fide Iff Inepechion
21. 180 records have Coe Hane 5 returned counting how many Inspection Type Code s e and how many with Finish Date for each FSEC te Ee Mog Rnd is i Group x y n i BOEM isg T if Investigation 20 29 e g FSEC E28 gt 29 inspection type gt 12 on the F2 F2 FZ Taka Hone ga e pen Fahr Edaten 0 same finish date d Furth 2 2 d E 46 4 amp 007 Public Communiy eic 1 1 G Hun Hooper convened ga FE FE Fine Safety Inspection 2 2 E m Heres D Cceve sive FIMO Tornar i Mosi 20 The Finish Date heading has changed to Count of E Cian em TEES alieni aia 2 Finish Date Let s make this query easier to understand by using the Grouping the query Group By Usually a Query will show the data in the columns you have selected Group By allow you to create a Three Dimensional Query To do a Three Dimensional Report meaning you will have headings down the side Y axis and the headings along the top X axis use the Group By button Like a line chart e Click and highlight the Finish Date Column HENS Column2 Value of Supplementary Line No Alias Supplementary Line No Align left Not grouped by column Width 11 Column3 Value of Description 4 mer m TEE e
22. 3 option buttons These are called Join buttons Each option will have an Explanation box with a brief description of what the Inner Join options do INNER JOIN The INNER JOIN only acts on rows were All Inspection Premises J ob Activities etc records where there are related Premises Records OUTER JOIN The LEFT OUTER JOIN FROM only acts on rows were Inspection Premises Job Activities etc records where there may or may not be related Inspection Records The RIGHT OUTER JOIN TO only acts on rows were All Inspection Records where there may or may not be related to any Inspection Premises Job Activities e Click onto Right Outer Join to option Once you have finished setting up the Defined Relationship e Click onto the OK button SOPHTLOGIC COMMERCIAL IN CONFIDENCE Explanation All Premises records where there are related Inspection calender records nner Join Left Outer Join from Right Outer Jain to Explanation All Inspection calender records where there may or may not be related Premises records Inner Join Right Outer Join t Explanation All Premises records where there may or may not be related Inspectian calender records C Inner Join Left Outer Join fram Define Relationship 8n Fee band
23. Line No Supplementary Line No The Sort List button will ascend Sort column in ascending FSEC Group order Description Count of Inspection type code we RJ RJ RJ EJ EJ EJ EJ EJ EI e Click onto the OK button DUC nomm ret t mand th Ton ww tou _ n Tue J EL if i e ra hare ii M t m rd oum une In m e Lk ees Bel e ee et ee eee As you can see the columns that a bg kr es or AA h b E mE A e had the ticks removed are now i 3 SR hidden gt ft bh TE GO 1 gt amp amp BR b b p n Restore Defaults check box by ticking this box it will put the ticks back into all the check boxes all columns will be visible SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 44 How to Print a Report Please refer to the Brown clipboard button entitled Fire Safety Queries e Click the Brown clipboard button number of records 22 Fire safety queries Modify Column Layout A drop down menu will display ee Sen Frink Report Send To M5 Excel e Select the second option
24. Width OD OK As you can see the has appeared as column 2 under the File Number column By following the steps explained above Premises folder e Click onto Address gt Value of e Click onto the Select button Select C This will open up the Select Value Attributes window e Click onto the OK button Eus bakarar Eje Iroj re tary Pha Cite Indi cone She Mie Pole iniciada i EET ab A els ao T safety queries Untitled Oe Seem o Abst File number Not grouped by column Abst Nome Not grouped by column Abst uides E Not grouped by column Width 100 Zi Post code Geo ref Damet counei p Frequency of inipection gt anervetsary ap Date irapection done De mh un xj As you can see Address has appeared as column 3 under the Name column Inspections folder e Click onto Finish Date gt Maximum Value of e Click onto the Select button Select gt This will open up the Select Value Attributes window e Click onto the OK button safety queries Lintitherd Lent Shep For Last a Litt eife or Shep Date Probation Lact
25. allows you to change the character length which determines the width of column in the report The Label box allows you to change the heading for that column rire safety queries Untitled S Vis nm curn FHC Grup By coda Not groupped column mm Order Cokro Yah ed Sa e With in the Integrated Risk Code folder e Click onto and highlight the Description sub menu options e Click onto the Select button Select value attributes Select Value of Description Label Description Justification Width 64 Select gt e Click onto the OK button Ire safety queries Untitled E Inapechon hype inched gps Foceign key to pervice recoed of peanon at finish date As you can see Description has appeared as 3 Yer i s canceled fi bd Cres Ces Lr tcr ilc s Value supplementa Lire H fet Inspection Allocated Harel ame allocated Ar Supplementary Line Align column 3 under the Supplementary Line No zero SOPHTLOGIC COMMERCIAL IN CONFIDENCE napection hype desenpson Se Hem code ET d Iniegaied Code SY Geran PAGE 28 e With in the Inspection Type folder e Click onto and highlight the Inspection Type Code sub menu options e Click onto the Select
26. amp 1z Ei Saa Public 20142 00100 Ba rr Th Ful 21 2005 rr SPI TO 206 4 4 Eo cers Sue Put Ful 2304 2000 000 Showing all FSEC Group with the Type of ET FUL 78 TO 20009 DT Six zh x 20007 000 DT Six Fl x1 T3 0 00 E E T m Se na 20020000 Inspections they have had and which ones have E Fl 07 2006 05 10 2065 nes A3 la 2005 00000 d h F h D Inm JA noon on not ave a INIS ate 77 01 2003 000 78 Fl 12 12 2009 0000 A3 BR 06 OUO A3 REI Ye 2004 0 00 A3 Fl 07 21001 o0 A3 Dit REI 20071 uon qnx Dit BR 15 rs 2004 NJ Hurt Horas 11 7 z o3 000 4 Li DEFI NE SELECT COLUMN window three Now you need to enter search conditions to run the report and limit extent of data returned Remember the question we were asking was How many and type of Inspections performed on all properties within the past year In Available Fields e Click onto and highlight Finish Date in the Available Fields window 1 under the table of Inspections e Click on the Where button Where xL This will open the value Where window Function Value of Field
27. base date and frequency has not been setup this premises will not be picked up in Work Manager Query status C Private Public C View Library Di s Reporting Library Rename Query Query name Files that have had an Inspection but have no Calendar entry Query description A PAGE 21 Descigin A query has been formulated BB pore Cumas T e Saved for retrieval at a later date REMEMBER Users can change the query but must remember to always SAVE AS this will give the user the option to give the amended query a new name By clicking onto the SAVE icon the user will overwrite the query The system will return to the Fire Safety Queries window and the heading will have changed from Untitled to the name you Saved the query at Fire safety queries Untitled m x Fire safety queries Untitled I View Open a Saved Query To View or Open the Saved query e Click onto the Open button Open e Click onto the Library you saved the query in As you can see the query you created and saved is in the Library Notice there is four columns Name This is the Name of the query Description This is the Brief Description about the query Created This is the Date the query was created Last Run This is the Date of the last time this query was opened and Last Run e C
28. fields at the bottom allows Remove gr you to remove the line of the query Group by The Group by icon allow you to add another column ze The Test Query icon allows you to test if there is any data behind the query and Test query Er ensures that the query has been formulated correctly prior to execution Run query The Run Query icon allows you to run the query to return data Add table The Table button allows you to add another field folder to available fields Remove table Where uL Select The Remove Table button allows you to remove the field folder from available fields The Where button allows you to select the fields you want to break down your query The Select button moves the chosen field and move it from the left window to the right AND The AND button tells your query that you want data back for X AND Y AND Z The OR button tells your query that you want data back for X OR Y The Brackets buttons allows you to break the query into more detail be When you are creating a query its good to write down what it is you want the system to search for and return to you SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 7 Creating a Library The Fire Safety Reporting FRS system allows the user to section the information held within the system and Save the query in a Library access to which is completely user definable Users
29. to MS facility has been used As shown in the examples on the next page Excel formatting options E AutoFormats Jan Feb Mar Total EE 6 4 7 1 24 otal 2118 2 Excel formatting options AutoFormats East 7 est 6 South 8 7 5 B 4 7 7 9 24 SOPHTLOGIC COMMERCIAL IN CONFIDENCE Excel formatting options q 2x AutoFormats 3D Effects 1 3D Effects 2 Excel formatting options 2 xl Jan Feb Mar Total East 7 A 5 19 West B 4 7 17 South 8 7 9 24 Total 21 918 PAGE 46 How to Send to MS Excel Go to the Brown clipboard button e g entitled Fire Safety Queries Total number of records 22 e Click the Brown clipboard button FAL Fire safety queries Modify Column Layout A drop down menu will display Print Report Send 5 Excel MS Excel Formatting Options e Select Send to MS Excel Send csv File The system will automatically open Microsoft Excel which will be visible on the task bar at the bottom of the window display Click the Microsoft Excel button A Start 8 DIANE MCGOVERN Sop Microsoft Excel Booki x D raped Fea ell Hike GS Ed wee pest foma Wade pap Adobe POI Ji aidoda7sksuas amp 7 amp amp rx Niuwe oe M Al T cm TEEMNGE SRST Microsoft Excel will open and t
30. with access to books within these Libraries may then construct and Save Queries and transport the data from those queries into other applications such as Microsoft Excel where it may be formatted in any way that the host applications allow The Fire Safety Reporting makes full use of graphical user interface facilities and data is made available using common English terms rather than cryptic computer terminology There is no need for users of the system to learn query languages Within Fire Safety Queries e Click onto the Open icon Open BS As you can see there is already a list of Libraries Add a Library e Click onto the New Library button The Library Setup box will appear Library name Di s FSR Librar e Click onto the OK button Cancel ok e Enter the Name of your library As you can see Di s FSR Library in now been inserted into the Libraries list SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 8 Create a Query What is the Question you want to ask the system First you need to work out what data you want the Query to return as the two examples shown below want to create a Query that shows Q1 Premises that have had an Audit but have NO Inspection Calendar Entry For this Query to work we will need all of what is displayed below Availability Tables Selected Columns Defined Selected Columns Premises File Number Value Retur
31. 0 x mx Deer Locations 1 o4 2008 O0 00 Shoe T 04 2008 OQ OU 4 Fuller E chico 1 EL TEES DEI EI p Dent Preerases open tothe publie 1 20088 OO OO Shoe 4 2008 OQ OU H 1 TEES H Lect 72 Bult Act papos Eger under ghu 3 4 Let s add another Count of Double click onto the Finish Date column Or e Click onto the Finish Date column Click onto the Modify icon The Select box is a drop down box which defaults to the Value Of e Click onto the Select arrow Select Value of Maximum value of A dropdown menu will appear Label Average value of Minimum value of Justification 2 Width e Click onto Count Of This will allow the query to Count the in this case Finish Date e Count Of has now appeared into the Select box e Click onto the OK button SOPHTLOGIC COMMERCIAL IN CONFIDENCE e Click onto the Run Query button As you can see the changes to the Inspection Type Code in column 4 As you can see 6073 records have returned The Inspection Type has been counted for each FSEC The Inspection Type Code heading has changed to Count of Inspection Type Code and is now centred Select columns Column2 Value of Supplementary Line No Alias Supplementary Line No Align left
32. 2 FS Talks Home 88 0 0 0 88 0 0 0 0 0 0 0 0 02708 Further Education 2 0 1 1 0 0 0 0 0 0 0 0 0 02108 Further Education 32 0 7 0 0 5 0 0 0 0 0 14 02709 Further Education 46 0 18 1 0 0 4 0 0 7 0 0 16 D2707 Further Education 47 0 30 0 0 0 3 0 0 1 0 0 13 027 Halls Public Community etc 1 0 0 1 0 0 0 0 0 0 0 0 0 C1503 HMO Houses converted to flats 88 0 20 0 0 8 0 0 0 0 48 F5 Home Fire Safety Risk Inspection 2 0 0 0 2 0 0 0 0 0 0 0 0 ESE Home for Mentally Handicapped 1 0 0 0 0 0 0 0 0 1 0 0 0 C1504 Hoses in Multiple Occupation HMO 2 0 0 0 0 0 1 0 0 0 0 0 1 C1002 Hospital 11 0 3 3 0 0 3 0 0 0 0 0 2 C1001 Hospital 220 0 10 0 0 36 0 0 3 0 0 63 1401 Hostel B 1 10 15 0 0 7 0 0 0 0 0 27 F1B Hot Spot amp Leaflet Campaign 1 0 0 0 1 0 0 0 0 0 0 0 0 0102 Hotel 9 0 1 1 0 0 1 0 0 0 0 0 1612 Hotel 40 0 4 8 0 0 12 0 0 1 0 0 15 0101 Hotel 357 0 33 48 1 0 134 0 0 14 0 0 127 1 Hanse converted tn Flat n 71 n n n a n n n n n 76 of PAGE 38 Saving Queries To enable queries to be saved for retrieval and subsequent execution at a later date Not grouped by cohen FEC Seep Once the Query has been created Reeve d Alar Supplementary Line No by Abst Desenphon Not grouped by column Ayr Court of Inspechon hype code No of Records Not grouped by column Test fei Abs Court of Fresh Date e Click the Save button Save The Save Query
33. CI ick onto the G rou p By button Alias Description Align left by Not grouped by column Width 64 Column4 Count of Inspection type code Alias Count of Inspection type code Align center Not grouped by column Width 8 Column Count of Finish Date Ls Align left Not grouped by column Width 11 Available fields B Not grouped 4 n Aris The Select Column to Add window will appear Zi System time Sy System date ay Inspections Finish Date zb Comments Retum code Hours NS Notice the tables available in this window are the same tables you Z Divisional analysis selected in Availability Fields window one zh nits OK SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 37 For this example e Scroll down to Inspection Types e Click onto Inspections Type Code e Click onto the OK button Once you have selected all of your tables columns it should look something like the Select columns Column2 Value of Supplementary Line No Align left Width 11 Alias Supplementary Line No Not grouped by column Column3 Value of Description Alias Description Not grouped by column Column4 Count of Inspection type cot Alias Count of Inspection type code Not grouped by column Columnb5 Count of Finish Date Count of Finish Date Not grouped by column e Run the Report Select columns
34. DJ x P iajRi amp iTiu Fo rmatti ng Options ma ke SU re th ere IS BE G Coord of insects type code ERG CAS CLAUDIT CL NEW EDU FIA FUL HOU LE OFS OSA DTE Rel SFA 1 j B 4 2 3 D B dae zin iu dd m 1 B Pom 42 3 5 1 0 4 i 1 g 1 2 11 B 4 1 4 of zn HA n 1 24 io 0 i 1 1 1 i 1 a tick in the Include Column Headings Um 0 8 0 1809 8 B E E Hertel 4 4 0 0 Aid 3 g i g 1 nir F i t 1 7 i d o 1 0 1 i 0 4 4 dc Coari to Plate a i t E i 3 B i check box in the Optional Parameters 33 0 09 909 1 0 0 2 9 9 1 Fi Educator 3 0 Tr j n 0 n p g n 0 0 80 g Puke 4 4 0 0 50 4 iei L Premi 4 1 1 l 2 2 0 1 i uu or click onto one of the Auto Formats Bon 8 8 9 9 0 33 9 3 188 15 ther Primam Lope e n 1 4 4 p 1 D p 1 3 1 1 EE A x 1 4 A Y amp 1 3 d i 1 FAE 5 i 5 0 1 0 4 3 3 3 e g simple E LL 1 tiber Wed i J 0 D t aj a 4 0 j m Community Fae Safety 3 0 0 6 amp 6 D m 2 1 to
35. E PAGE 17 Define Selected Columns Where In the Inspections folder e Click onto Return Code e Click onto the Where button e Condition Equal to e Value AUDIT e Click onto the OK button Function 21790 Field inspections retum code EE Condition Equal to Value AUDIT OK Cancel Duty m Date solet Add OR Buttons When using the OR AND buttons you need to ask yourself what the question you re trying to ask is Use the And Or buttons to breakdown your Query AND AND Surnames beginning with the letter S AND Location containing the letter iac OR Surnames beginning with the letter S OR Location containing the letter DR You would use the brackets if you are giving more than one option For example Year 2007 Year 2007 AND Location A OR OR Type A AND Location B X Y AND A B The AND button gives does not give you an option it wants all data within Where i e Inspections where the Value of Finish Date is Greater than or equal to 01 04 08 AND Value of Finish Date is Less than or equal to 31 03 09 The OR button gives you conditions and usually us the brackets to separate the options i e Inspections where the Value of Finish Date is Greater than or equal to 01 04 08 AND Value of Finish Date is Less than or equal to 31 04 08 Inspections where the Value of Date is G
36. EC L premises that have had an Inspection but have No Calendar entry The system defaults to the first field Query Name Library iil Di s Reporting Library e Enter an NEW name of the query being saved e Enter a Brief Description of the NEW query SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 40 If you would like to change the Status of the query e Select Private or View option e Click onto the Library Folder e Click the OK button to Save the Query The system returns to the Fire Safety Queries window As you can see the query name has changed rire safety queries Files that have had an Inspection but have no Calendar entry e Click onto the Open icon You should have both of the queries in the saved library as shown below Active Calendars reports all active cals of any nepecton type Acie inepechon Calendar records wath ellectrve to date Returns where the enabled YES bet has an elective to d ie Count of Inspections Type by FSEC Thit Quety ove you kit of how mang napectons were perfomed wath frith date be E Comi Fox mks E Files on expined SLNs thst NOT To make any additional amendments changes to the Queries repeat the previous pages SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 41 Opening Existing Queries The query window ha
37. File tracker File tracker flag Group category fig Inspection calender 8n Inspection purpose Inspection type rar Inspections Integrated Risk Codes rar Job Activites against Jobs 83 Job Activities Jobs 8n Licence fees f Licence transaction type From Column Premises ID To Column Inner Join Left Outer Join from Right Outer Join Explanation All Premises records where there may may not be related Inspection calender records zi PAGE 13 As you can see the Defined Relationship Inspection Calendar has appeared at the bottom of the list Select table to add gn Premise secondary use Premises attributes values Qn Prohibitions Risk Profile gn Site gn Site contacts Qn VO Codes Q Discipline and Grievance Q England Alteration Notices Premises Q England Enforcement Notices Premises e Click onto the Table e Click onto the Select button Select England Informal Notifications and Agreed Action Pl Q England Prohibition Notices Premises Big Inspection calender with custom relationship Select Cancel The window will automatically defaults to the top of the Available Fields list e Scroll down the left hand column Available fields fe Inspection Allocated To Namel Name Inspection allocated 4 ay Inspection type zi In
38. Fire Safety Personnel and Training Available fields ay General Z System time Z System date Group by 4 Window Wincowz Selected Columns Window 2 By using Random Selection No ct Recods 0 the Select button you can create the columns that you want the information to appear in on Selected Columns Window 3 this is Add L move table Select columns g Where 2b Select gt were you define the query by using the Where AND and OR options Window 3 Before we go any further let s see what the icons do in the toolbar Clear The Clear icon will remove all text that has been entered into all of the windows Open f The Open icon will open the Libraries where your queries will be saved Save The Save icon will save your query Saveas I Save As icon will allow you to save your query under a New Name SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 6 Sale The Structured Query Language SQL executed when the query is run The Arrow icons allow you to move the fields up and down the window Add M The Add icon at the top allows you to add another column at the bottom allows you to add a field Modify i The Modify icon at the top allows you to make changes to the columns at the bottom allows you to modify the query The Remove icon at the top allows you to remove the
39. IC COMMERCIAL IN CONFIDENCE Contaventons and pi tecutions remises table will appear Available fields Last Certification Step Text For Contraventions and Prosecul ft Last Certification Step Date For Explosives Last Certificati Last Certification Step Text For Explosives Last Certificatic ft Last Certification Step Date For Petroleum Last Certificatic ft Last Certification Step Text For Petroleum Last Certificatio ft Last Certification Step Date For Work Place Regs Last Ce ft Last Certification Step Text For Work Place Regs Last Ce Finish Date Comments Retum code Hours Personnel type zh Altendees 3 Remove table Available fields Seq number to follow up Foreign key to mthod of receipt zi Date created Inspection type locked Foreign key to service history record of person at finish date Yes if inspection is cancelled fe Inspection Allocated To Code Inspection allocated t fe Inspection Allocated To Name Inspection allocated ay Inspection type zb Inspection type code gt Inspection type description Return code Order Add table Remove table ge ri Where xS Available fields Inspection Allocated To Code Inspection allocated t ft Inspection Allocated To Namel Name Inspection allocated a Inspection type Inspection type code Inspection type
40. Less than or equal to option e Enter the end Finish Date e Click onto the OK button Select columns Value of Finish Date Greater than or equal to 01 04 2008 AND Value of Finish Date Less than or equal to 31 03 2009 e Click onto the Run button SOPHTLOGIC COMMERCIAL IN CONFIDENCE Select columns Available fields a General Sy System time System date ay Inspections Comments Return code Hours Personnel type Attendees Divisional analysis Period number zb Units zh utu sustem Add table Function Value of T inspections finish date Condition Less than or equal to 31 3 08 Cancel PAGE 34 Eg Total number of records 11751 F i La D sosplien 1 Dish A TE CEP ERE z C101 Hopia Pu 22 0 2000 0000 H Shop SFI 3 127 2009 H En hop ERG 27 05 2008 0000 F Dur Othe Perret open t Uwe public CLAUDIT 12 008 OQ OU Dam Premire open io the public Ful 11 OI i H P Dar Oras Preise open t th publie Ful 1902 0090000 This time there are 11751 records returned showing the L D Licensed z 223 04 2000 00 00 1 Dn E 240 2008 4 E A7 fte EA 3 122008 9000 Same as before but only the records where a Finish Date 1 1 Danus UL AUDIT
41. Not grouped by column Width 11 Column3 Value of Description Align left Width 54 Alias Description Not grouped by column Column4 Count of Inspection type code Alias Count of Inspection type code Not grouped by column Align center Width 8 Column5 Value of Finish Date Align left Width 11 Select value attributes Select value attributes Select Count of Finish Dae Label Count of Finish Dae Justification E Width 11 Reference date Within Date Range Brought Forward Carried Forward C After Date Range OK Cancel PAGE 36 Select columns Column2 Value of Supplementary Line No Alias Supplementary Line No Align left Not grouped by column Width 11 As you can see the changes to the Finish Date in column 5 have been Column3 Value of Description Alias Description Not grouped by column changed Align left Width 54 Column4 Count of Inspection type code Alias Count of Inspection type code Not grouped by column Align center Width 8 Columnb Count of Finish Date sh Date Align center Not grouped by lumn Width 11 e C k to t h e R u n n Total number of records 180 Fre safety quee PSEC Greg Supplementa Lira Ct rian pa ccs Cobol Fret 5 P Attendance ai 1 i n this example there are now
42. SOPHTLOGIC Fire Safety Reporting User Manual For more information E diane mcgovern sophtlogic com 01473 255552 Table of Contents INTRODUCTION er M 4 TYPES OICREPOR E niic De Em ERR ERU a o a sinuses sas sukauscecasee aa aaa aai 4 Repornno WV M bu Mc MSS dl ha ae 4 OCT SUSI HP P 4 User Defined Ee 4 USER DEFINED REPORTING OH n EN RUE S EPOR 5 PERSONNEL OUERIE S a uet eel cid set seen set Ob EX 5 TRAINING P 5 HIKE SAFETY REPORTING OUERTES aaa 6 CREATING dI LIBRARY TERT T evr 8 Adaa BID err EI 8 cu iM mL PLI LM LEM M MEM LE 9 AVAILABILITY TABLESSWINQOWORHEUdhrcdan vestotecan o toa e eene ib sd tte Mh Na ea dump qt pul 9 Define Relationship DUT ON sx
43. Value of Supplementary Line No Alias Supplementary Line No Align left Not grouped by column Width 11 have been changed Column3 Value of Description Align left Width 54 Alias Description Not grouped by column Align center Align center x E H Sect ft Bua Act buit ra 4 i H 5 hop 1 4 AR DET EI B Home 1 04 2008 O0 00 Dea bo public 1 04 2005 OC H Shep 5 Da TEES 00 F Hotel 2 4 2008 O0 00 Unos Pienet open tothe public 1 04 2008 OQ OU H Unus alors 3 Da TEES 00 E233 Licenced Shwe Puble 4 2008 O0 00 n GO Hen Va 4 04 2008 OO OU L En Laser Pere 1 TEES cian Sect 72 Buby Act papers ats a d tore bg 2 20098 O00 Group Shoe 1 04 2008 OU OU 1 1 IH TEES DELE Ese EA Explorers 1 AS Dona Pienet bo fee pulse 1 Xr 2008 OOO Cate 4 1 BENI Uiha 4 AR EI 5 mora 1 2008 CHOR T workplace 1 Ont 04 200s A BIE Faction 4 AR DET EI B Cae Home 1 o4 2008 O0 00 L Licensed Prem 04 200 Fir Fr Fase Iriiri 1 AES 0
44. as been viewed and is no longer required e Double click the 8 button positioned in the top left hand side of the window or the x positioned at the top right hand side of the window The system returns to the Fire Safety Queries window These Features are currently not available Letter and Mail Graph Results and eQ Allolo SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 49
45. be run with little or no user intervention At the most basic level a reporting window would load for example all personnel who are due for a medical Most windows however will allow for search criteria to be entered in order to restrict the results These generally include a date range and may include options to restrict location rank post type ie Whole Time Retained APTC or service number person s name This type of report is always specific to the individual modules and will be covered in detail in the corresponding manuals QueryBuster This is the next level in complexity which also means greater flexibility Query Busters are standard reports that are published by SOPHTLOGIC The fields and search criteria can be defined by the user User Defined Reporting This offers the greatest flexibility but requires a higher level of competency Reports have to be generated by choosing the tables fields and search criteria SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 4 User Defined Reporting Query Manager is designed for specific commonly used Queries that are set up by Sophtlogic User Defined Reporting offers the greatest flexibility but requires a higher level of competency Reports have to be generated by choosing the Tables Fields and Search Criteria The Fire Safety Personnel and Training Queries windows have been designed for use by advanced users e g those with some knowledge o
46. calender Inapectons isga Coder e Select Locations e Click onto the Select button Select Premise secondary une Premier values Riik Frofie ae tbe E Define l lelstionihip Select Cancel Available fields Last Inspection Date For RHZ Last Inspection Date ft Last Inspection Date For SFA Last Inspection Date ft Last Inspection Date For SPI Last Inspection Date fe Last Certification Step Date For Home Fire Safety Visits Le ft Last Certification Step Text For Home Fire Safety Visits La ft Last Certification Step For Petroleum Last Certificatic fe Last Certification 5 ext For Petroleum Last Certificatio As you can see Location and all the sub options associated to the Table bation code zi Location name has now appeared under Premises in the Availability Fields window ibam i Fax zh Division 4 Remove table Where 5 Now we have inserted all the tables we need to use We now need to Select the Columns in which the data will be displayed under within the Query Report To know what Tables are linked to and what sub options are associated to what table go to Fire Safety Reporting Tables and Links Manual to see the full listings of all Tables and Attribute Groups that are in the Fire Safety Reporting Queries It is also important t
47. ct button d gt E Alas Sugelemertary Line This will open up the Select Value Attributes i med s _ iran T lran lalara Siew nlla xl vi sla wie Saket window e Click onto the OK button As you can see Supplementary Line Number has appeared as column 6 under the FSEC column Inspection Calendar folder e Click onto Date of Inspection gt Value of e Click onto the Select button Select C hin A Cats Morum value of Fresh De Not grouped by column Integrated Risk Codes Be Supplementary Line No Eje Descephon gt gt Lie ok ge Expey Date a FSEC Grup Nol grouped by column Abst Supplementary Line No Not grouped by column gt gt Inapection hequency in months Be Acre gp Ctective uri trap Allocated To Code Calend ig fea bran Calera Allee ster To Namal linan zj Where S Sabet eb Abst Dye of Nol grouped by column This will open up the Select Value Attributes window e Click onto the OK button As you can see Date of Inspection has appeared as column 7 under the Supplementary Line Number column SOPHTLOGIC COMMERCIAL IN CONFIDENC
48. description Return code zi Order Integrated Risk Codes Supplementary Line No Description FSEC Group Z Life risk Z Expiry Date PAGE 11 Define Relationship Button Define Relationship does two functions It allows you to link stand alone tables data to other tables attributes within the system and or use the Inner Join Out Join options The Define Relationship window will appear On the left of the window there is a list of all the tables that are in the Fire Safety Reporting window e Scroll down to the table e Select Inspection Calendar Define Relationship J Fee band From Column qn File tracker Premises 8n File tracker flag To Column Group category Prem Hg Inspection calender 5 Inner Join Inspection purpose i Left Outer Join from Inspection type Right Duter Join to Inspections 83 Integrated Risk Codes Job Activites against Jobs 8n Job Activities Jobs Licence fees zl f Licence transaction type b Explanation All Premises records where there may or may notbe related Inspection calender records Let me explain the window in a little more detail the first part From Column The From Column is a list of all the tables that are linked to the Premises folder in Available Fields window window1 you want to link a tab
49. e just created for retrieval and subsequent execution at a later date e Click the Save button Save The Save Query window will display The system defaults to the first field Query Name e Enter an appropriate Name of the query being saved e Enter a Brief Description of the query Position the cursor in the Query Status field The system defaults to Private Private If however the query is to be accessible to all users e Select Public option The Public option allows all users within the allocated department to see and use the query e Click onto the Library folder e Click the OK button to Save the query SOPHTLOGIC COMMERCIAL IN CONFIDENCE 758 1785 loose Meegrade 220 LEM Hamet Piace Lig Gers Lipia Un TD EPI Vue ines verion Hates 18 11 00 LATE C eni hisss Lipa 220 LEM Lun xs B Lind 10 Gis Pak 5d m 12 2071 DO OU 10 EPI 1 11 222100800 LLUS 13 11 Tis 10 Ur 10 00001 11 XB VETT 1220 DOE 11 2221 00800 ERUN ET XP DOE ee NEN This query shows all Premises within the date range that have had Audit but the Inspection Calendar
50. ections folder Add table The tables that are Linked to the Inspections table will appear as shown As you can see there aren t as many sub tables as there was in the General table this is because the General folder is a generic folder that displays ALL of the tables within the Fire Safety Reporting window The Inspection folder only displays what has been linked to that particular table Same with the Premises Inspection Types Locations etc folders e Select Integrated Risk Code e Click onto the Select button Select As you can see Integrated Risk Code and all the sub options associated to Select table to add n Inspection calender r3 Inspection purpose Inspection type Fgm Integrated Risk Codes amp Jobs Location Methods of job receipt Erm Other inspection analysis per inspection Premises gn Scale objects Q Audit and Data Gathering England 2009 Inspection Define Relationship Select Cancel Available fields ft Inspection Allocated To Code Code Inspection allocated ti a ft Inspection Allocated To Name Name Inspection allocated ay Inspection type Inspection type code zb Inspection type description zb Retum code Sy Order BN Integrated Risk Codes the Table has now appeared under Inspection Type the Availability 2 Fields window From the Inspections
51. es are used both dates will need to fall within the Date Range defined E g where the Inspection Created Date and Inspection Finish Date falls within the Date Range set If you enter a Date criteria to your query the Select Value Attributes window will be a little different as shown This dialog box gives you the option to choose a different Reference Date The default is Within Date Range Select value a Select Value of n If you do wish to change this Justification et ff 15 e Click onto the Reference Date box EAR Within Date Range Brought Forward Th IS WI ctivate t h pti ons Carried Forward J After Date Range OK e Select one of the options To grey out the other options e Remove the tick from the Reference Date box e Click onto the OK button SP Fire safety queries Untitled OF x Clear Open f Save Save as Access x ViewSQL 2 As you can see the Date has been entered as uL jad ER Column Value of Supplementary Line No the forth column Alias Supplementary Line No Align left Modify 5 Not grouped by column Width 11 Column3 Value of Description ay General zb System time p System date ay Inspections Alias Description Align left Group by n
52. f structured query language SQL The design assumes some knowledge of database table structures and query formulation Within Pharos there are three ways to use User Definable Queries Fire Safety Personnel and Training The concept of the queries are exactly the same so instead of repeating this process three times have shown you how to access each one but gone into detail using the Fire Safety Reporting queries Personnel Queries Persone Wired Penton Record Ctabbthmert Ad e Click onto the Personnel Scroll down to Reports pem i IM ee e Click onto Personnel Queries iri m Docapabional Health k I 1 b k k 1 b LI k 1 E The Personnel Queries gas T a il window will appear ae m ET 2 Training Queries Training Window Training planner Training instructors Waiting list 4 2 Competency training needs e Click onto the Training as e Click onto Training Queries IPDS Training statistics 4 Training budget Om Ge m ten M Training queries p Menu Bar T am de a I i a The Training Queries window will appear CTE Toni E a mem 4
53. fine As you can see Inspections Types and all the sub options associated to the table has now appeared under Inspections in the Availability Fields window Available fields Seq number to follow up Foreign key to mthod of receipt We now need to enter the Integrated Risk Code folder niin Inspection type locked Foreign key to service history record of person at finish date Z Yes if inspection is cancelled fe Inspection Allocated To Code Inspection allocated t e Click onto the Inspections folder fe Inspection Allocated To Namel Name Inspection allocated p Inspection type e Click onto the Add Table button Return code Order Add table Add table Remove table Where v Select zz SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 24 You will see that the Integrated Risk Code table is Select table NOT linked to the Inspections Types table Inspections e Click onto the Cancel button Define Relationship Available fields General Sy System time Sy System date Scroll up the page Date Comments zi Return code Hours Divisional analysis Period number zb Units zh Dutu salem Add table Remove table Where fy Erm Inspection purpose Click Table button e Click onto the Insp
54. he information in the Fire Haspitals ErT4233100074021 1711131 B Care Homes 42 23 28 00 0101110127101 C 6 Houses of Multiple Occupation HMO Tenement 33 1 1 2400011001 1011101 Safety Queries results window Will now be displayed In a D D High Rise Flats Purpose Buih gt 4 Stontys 17141 amp D nt10n011201110 0 E E Hostals 14 11 4000100210201201 F Fr Hatele 411 OGT1QOUT Ddg 17U Howees Converted lo Flats 300 20000000 1010101 Microsoft Excel spreadsheet Accomaedation 1010 30001001100 2100 J al Further Educatian 300 J00000000000000 Public Buildings 400 400000000000000 LL Licensed Premises 24 011121101002 2011110 schools 1300 400010022012 100 Shows 512 80001003 2047211 P JP Cnh r Prerises Open t the Public 2112 400071003 70391103 IR R Fariczing and Sarahourns 212 amanp1 0027037111 5 ou fice 210 00010 032022213 aig 0001003202321 n this example the headings have not been included ji Fb Fire Safely Property i180 2010000000000 Z ADIDI Hartel 2700 O00001000000010 2 AS Factory 100 O00001000000000 rice QUDUQ DLUuLtsetrttutLu BA shop BOO 20010370000000 lira Dar rl Back z alid n If this is the case go to MS Excel m m me imi m ome Mi oe i y Ur ililbe e l 027327 Se A pur LA E ELE 6 H i
55. i eee a erases T as 913 393 E E ey Cee pee eee et 8799 ST ot eee Fade a W 3 3 087 1 3 7 7 3 UR m oe ee ee oe or SS SS N i 2 5 1 5 2 2 8 3 3 1 T Wy 1 9 3 9 2 83 re i yee Pu 2 aS om Dm Im Dom SED 279 3 one 5 9 9 8 9 4 1 9 9 rou Nae v 1 r 7 is How to send data to CSV files Comma separated values this is a text file that will open in Excel by default but can also be opened with a simple text editor such as notepad This is a standard file type for imports into other applications such as Access Go to the Brown Clipboard icon e g entitled Fire Safety Queries n Fire safety queres A drop down menu will display Modify Column Layout Print Report Send 5 Excel e Select Send to csv file M5 Excel Formatting Options Send To cs File Upon selecting csv you will be prompted as to where you want to save the file to Select a unique file name Folders ph sourpe E v Sopht ang dw gt Soph gt SOURCE FS n EXTEANAL e Enter a location and name for the file e Click onto the OK button You will see a working
56. ick the 8 button positioned in the top left hand side of the window or click onto the X positioned at the top right hand side of the window The system returns to the Fire Safety Queries window SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 45 How to Format MS Excel Options Go to the Brown clipboard button e g entitled Fire Safety Queries e Click the Brown clipboard button A drop down menu will display e Select MS Excel formatting options Fl Total number of records 22 Fire safety queries Modify Column Layout Print Report Send 5 Excel MS Excel Formatting Options Send cs File The system will open the Excel formatting options window 21x e Go to the Auto formats list display The AutoFormat highlighted will display in the Sample preview field e Select the required Auto format option Jan Feb Mar Total East 7 5 19 West bo 4 Y 17 South BN D 24 Total 21 1 2 60 Optional parameters IV Include column headings Add totals Jv Always start new sheet Add y co totals AutoFormat widths Print and exit after transfer v AutoFormat fonts e Click the OK button if the Excel Formatting Options Ml iis sn erat require saving v AutoFormat borders v AutoFormat row columns sizes Cancel OK Please note the Excel Formatting option that is selected will not be visible until the Send
57. lation Mee ESSE return in report columns from the left Post code Geo ref District council Frequency of inspection Random Selection Reco EI window 1 into the right window 2 Inspection anniversary Test query HEA zl Run query zi Date last inspection done Fp officer Failaw un details Add table Remove table Where lt gt This is done by for this example query Available fields ay General zh System time System date ay Premises Within the Premises folder Name Sy Address Post code Geo tef District council E Frequency of inspection e Double click onto the File Number sub options Or Inspection anniversary Date last inspection done Fp officer Fnllnw un details z Add table Remove table Where Select c e Click onto and highlight the File Number sub options e Click onto the Select button Select The Select Value Attributes window will appear Select value attributes Select Value of 7 e Select drop down arrow gives you options to File number Label File number Justification left i m zs EC f nar Value Of Minimum Average Maximum Value Of Sum Of Count etc OK E ee Select Label verage value o e Label box allows
58. le to e From Column gt Select Premises ID To Column The To Column is a list that will change depending what folder you choose on the left of the Define Relationship box This is where you link the table to the table in the From option e Column gt Select Prem tamea From Column Premises ID exe File number Name Address Post code Geo ref District council Use Hocode Frequency of inspection Inspection anniversary Date last inspection done Fp officer Follow up details Upper case conversion of premises name New certificate number pending To Column Prem Inspection calender ID Date of inspection G lnspection type Inspection frequency in months Scob seq Active Effective until As you can see in the two examples below the To Column is different depending on what is selected from the list on the left of the window Define Relationship m cansa jip cades this bed Cem teence group booed Ink iif uz ilo Wt Ceriicston progress T ielum group the peni m Caffe Mon reum gigi Ceshesten step e rk Conteventon toner TF Lon avenbon Link OFS and Bima key Ipreappeal _ 4 Linking the Inspection ID to the Appeals ID in the Premises opti
59. lick onto the OK button to close the window Let s take a look at another query SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 22 Q2 How many and type of I nspections performed on all properties within the past year For this Query to work we will need all of what is displayed below Availability Fields Tables Selected Columns Define Selected Columns Premises FSEC Group Value of Date Greater than or Equal to 01 04 Inspections Supplementary Line No 2007 Integrated Risk Codes Description AND Inspection Type Finish Date Value of Date Less than or Equal to 31 03 2008 Location Change the dates to suit your question AVAILABILITY TABLES window one Let s go through this Query Step by Step First we need to enter our tables into the Available Fields window e Highlight the option of General folder e Click on Add Table button at bottom of window 1 Add table Once a table has been selected you can not use the General folder again The reason for this is you now need to link the tables to each other for your Query to work Here is where you will link the tables File tracker File tracker flag Group category Em Inspection calender qn Inspection purpose Inspection type Integrated Risk Codes Job Activites against Jobs Job Activities Jobs Licence fees 8n Licence transaction type m Fes iM kana sabima 4 b Select
60. message and then Excel will open and the new file will be displayed SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 48 PLEASE NOTE The default location when you start a new session is the application folder but once you have changed this once and saved it will bring up the last save location If you do not enter the extension csv after the file name this will automatically be added You cannot enter a file name that already exists If you wish to replace a file delete it before you run this export How to return to Factory Settings When the modify column layout has been modified and there is a requirement to revert to the original layout this can be achieved by selecting the Factory Settings menu option on the brown clipboard icon Example Modify Column layout Modify Column Layout Print Report Send To MS Excel e De select the columns that you do not wish to be displayed by un A ees cores Send To csv File checking the relevant checkboxes Letters And Mail Factory Settings Graph Results e Select Factory Settings from the Fire Safety Queries results window eQ Apollo brown clipboard Close AN Changes will take effect from when window is nest opened The following message will be displayed All Columns will then be displayed on the Fire Safety Queries results window once the window has been closed and re opened When the report h
61. n Code equal to AUDIT Inspection Name And Inspection Type Address Value of Finish Date is Greater than and equal Integrated Risk Code Finish Date to 1 4 09 Inspection Calendar FSEC Group And Supplementary Line Number Value of Date of Inspection 15 Empty Date of Inspection Let s go through this Query Step by Step First we need to enter our tables into the Available Fields window AVAILABILITY TABLES window one In the Fire Safety Queries window you will see the option of General in the left hand Available Fields window 1 with two sub options of Heint idm swe ER System Time is the time the query was created System Date is the date the query was created These are defaults To bring up more fields this is so we can define the query e Highlight the option of General folder um Ada table e Click on Add Table button at bottom of window 1 SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 9 This will open up the Available Fields option window whi available Under the General folder you will be given to that particular field Select table to add 4 qn Dther inspection analysis gn Dther inspection analysis per inspection Petroleum licences Pipework details y Premise secondary us fig Premises Premises attributes Premises attributes values Risk Profile Risk Profile Category
62. o Comments Not grouped by column Width 25 Retum code Column4 Value of Inspection type code Calculation Hours Alias Inspection type code Align left Not grouped by column gt Personnel type Random Selection oli alue of Finish Date Attendees m TEE No of Records 0 gt Divisional analysis s Finis Align BiU qroupec nn al Period number ES zb Units z Dutu sustem At this stage not all queries need to be defined Test query EA Runquey X or set to date range Add table SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 30 Test Run Query Buttons To Test Query e Click onto the Test Query button This dialog box will pop up if you have selected a table from A No fields have been selected from the Premises table Available Fields window 1 but have not used it within the Selected Columns window 2 e Click onto the OK button ANDET P 0 AN No fields have been selected from the Location table e Click onto the OK button If more repeat the process If there are no records to pull back which meet the search AN Query executed sucessfully however no records were returned criteria entered a message will appear as follows This lets you know not to run Query as there are no records returned e Click onto the OK button If there are records to
63. o have a good knowledge of the setup system and know where the data can be pulled from SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 26 SELECTED COLUMNS window two Fire safety queries Untitled Clear amp Open f Save Save as Access Available fields a General To create the report you first have to select the information that you wish to return in report columns from the Available Fields 1 the window 2 window into Select Columns This is done by QQ Inspections Add table Remove table Where xS View SOL Select columns Sy System time System date Date Comments Retum code Hours Personnel type Attendees Divisional analysis Period number zi Units zh Dutu sustem Window 1 Window 2 Random Selection No of Records 0 Test query Run query X Raam e With in the Integrated Risk Code folder e Double click onto the FSEC Group sub menu options on the left Or e Click onto and highlight the FSEC Group sub menu options on the left e Click onto the Select button The Select Value Attributes window will appear Select value attributes Select FSEC Group Label FSEC Group Justification width ff L Cancel e Click onto the OK button As you can see the FSEC G
64. on a tache 24 Posee to about V 27 Posse of napsto a 17 Other Hol Recorded E heatene hibe Take Preces a Za ast ai Dole Goberg Hone belast 3005 rra er daa Li shearg noted Prispesctioni e of Rang and Decupan Feaues Sub Tota E Papert Worse T Cosco 21 Patent Pme it fcn Nend und niri armed ates uon Tis acce iD ined Bpppo oOo Corte Enine altes Phase a Diageo Sube erai al Prats and Job Date he Linking the Inspection ID to the Primary Key in the Audit and Data Gathering England 2009 Inspection attribute option This is where you join the stand alone tables e g Audit Form Health and Safety Recruitment Attributes or Equal Opportunity etc to a defined field SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 12 INNER JOIN and OUTER JOIN part of Define Relationship may not apply to the query Fire Safety tables are not stand alone tables they are linked within the system so this The second part of Define Relationship Inner Join and Outer Join does apply to Fire Safety Look at the right hand side of this window there are
65. ppear letting you know that there were AN Query executed sucessfully and records were retumed records returned e Click onto the OK button Hun query x e Click onto the Run Query button Same as above No fields have been selected from the Inspection type table Do you wish to ep continue e Click onto the Yes button No Yes The system will now search all the records for the answer for your query Depending on the size of the query this could take a little while SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 20 Foa naet quires Ur Friby lerne As you can see in this example had 89 records returned Piripai Ders Mee E 112325 Dou J Tiy Penh Lenin 1 Hep Pad Hugeon ELUI 11 Iraha Deta aad Huphon bor Fiche Fade Club Hall Lene dna Sel Andera laccha Club Portes Haano Hespe Vreacot Baad Si Haera Meroe TEW podea Hed Fraea Inedusirasd Pak TDC Plant Con raci Lenis Fries weekend Avenue Kokke College Dresses qupment Ti Hsp Catholic Dub Fr phas Maced Hecke Dore LETH O11 SUR Wisheleld
66. reater than or equal to 01 08 08 AND Value of Date is Less than or equal to 31 08 08 SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 18 Add in a Query Line e Click onto either the AND OR button For this example am using the AND button AMD You can either e Click onto the table through window 1 then e Click onto the Where icon Or you can Add QE e Click on the Add button Select columns Value af Return code Equal to AUDIT AND 0R kll e Select another option from Available Fields window Either way In the Inspections folder e Click onto Finish Date e Click onto the Where button e Condition Greater than or equal to e Value 01 04 09 e Click onto the OK button In the Inspection Calendar folder e Click onto Date of Inspection e Click onto the Where button e Condition 15 Empty SOPHTLOGIC COMMERCIAL IN CONFIDENCE Arvake felt Eb a Ba PSEC Group Life ack e Dpp Date D Inspections E S gt Paun code Ee Select columns Em Pertoread type Value of Return code Equal to AUDIT zb Anende t AND AND ep Diona snakes Ei Prried rumber OR Value of Finish Date Greater than or equal to 01 04 2003 C EE Available fields Inspection Allocated Name Inspection allocated amp ay Inspection type Inspection type code
67. return ee AN Query executed sucessfully and records were returned A dialog box will appear letting you know that there were records returned e Click onto the OK button e Click onto the Run Query button O Similar dialog boxes will appear informing you that 22 2 No fields have been selected from the Location table Do you wish to continue No Yes fields have been selected SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 31 FA 1 SH 2 Ez othe Wiad pases 2h TO 00100 e e D 5210306 000 As you can see in this example there are 158052 Ez E23 Medes Regis SPI 13 15 2060 rcf E23 Medes SPI 15 rcd EZ Sloth Medes SPI 11 15 f t E258 E23 Sloth Meds SPI i Le 2000 rof d h d Othe Ful 28 TO 20003 uf reco S ave re u rn e F Petit SPI OO EE Sloth Regis SPI th 15 Dor Othe work PLI 0 200 O0 Othe work PLI 31 06 2000 000 es a 3 Sloth Medes SP 3n T6 E23 bodie Regio SPI 06 15 20680 cr Ez EZ E Medes Regis SPI Saca Public
68. roup has appeared in the Select Column window 2 on the right SOPHTLOGIC COMMERCIAL IN CONFIDENCE Select gt width of column in the report Cet Oren Save W saveat id cz wv a ET hep ele rape She Feum code Zhe ay rate nml Code ET Lese ET Like rri PAGE This will open up the Select Value Attributes window where it allows you to change the character length which determines the The Label box allows you to change the heading for that column 27 e With in the Integrated Risk Code folder e Click onto the Supplementary Line No sub menu option e Click onto the Select button Select Value of Supplementary Lineo Label Supplementary LineNo 7 Justification WW OK e Click onto the OK button As you can see the Supplementary Line No has appeared as column 2 under the FSEC Group column Available fields gt Inspection type code gt Inspection type description Return code gt Order ay Integrated Risk Codes Supplementary Line No l Description FSEC Group zb Life risk Expiry Date ay Premises zb File number zh Name zh Address zi Add table Hemove tabe Where Select gt Select gt This will open up the Select Value Attributes window where it
69. roup Align left e Double click onto the Inspection Type Code column Not grouped by column Width 11 Column2 Value of Supplementary Line No Alias Supplementary Line No Align left Or Not grouped by column Width 11 i 1 i Column3 Value of Description e Click onto the Inspection Type Code column Align left Not grouped by column Width 54 e C Ck nto th e ify n ERN Value of ecu type code Width 10 Alias Finish Date Align center x The Select box is a drop down box which defaults to the Value Of e Click onto the Select arrow Select value attributes Select Value of A dropdown menu will appear cec Label Average value of Minimum value of Justification epe e Click onto Count Of Width This will allow the query to Count how many in this case Inspection Types were made for each FSEC Group e Count Of has now appeared into the Select box h avea SO ch an g ed th Select value attributes Select Count of M ustification to Centre Label Count of Inspection type code Justification center Width from 10 to 8 Width d 4 lt e Click onto the OK button Cancel SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 35 Select columns Column Value of FSEC Group Alias FSEC Group Not grouped by column Align left Width 11 Column
70. s been modified to include the query description the date the query was created and the date the query was last run The query list now features sortable columns To enable the viewing and subsequent selection of Queries previously Saved safety queries Untitled Clear amp Open f Save Saveas Available fields e Click on the Open button Open Select columns System time System date The Libraries for Fire Safety Queries window will display e Click onto the Library Name on the left hand side of the window The Queries Saved to the highlighted Library will appear e Highlight the relevant Query FB Irrigeeeben Lakersdar second vel ba hese the mipechon caleredas enabled V5 ered I2 12 2003 Poet hod reip but teres Cal enis A m had an rite bus t Ho aripi 2 SEC L pueri had 1 SEC TL that howe head an Iriipeechon b m FE Conor apera bey The ques vedi greg pou e list ol here Fran inspectors rene pedored eth im e Double click on the query e Or Click onto the OK button E aJ mnm aj mmm mr mm Be bee File Aky bi Hoy Ta Hot dbp cok wi de Hob gouged dur
71. scription column Remove table Available fields QQ General System time System date Qj Inspections Comments code Hours e Click onto the Inspections folder zh sustem 2 Add table Remove table Where L Select gt elect SOPHTLOGIC COMMERCIAL IN CONFIDENCE Clear Open z Save Saveas Where xL Select gt View SL 2 EX Column Value of FSEC Group Select columns Foreign key to service history record of person at finish date Alias FSEC Group Align left Not grouped by column Width 11 fia Inspection Allocated To Codel Coge Inspection allocated ti Column2 Value of Supplementary Line No Inspection Allocated To Nam ame Inspection allocated Alias Supplementary Line No Align left Not grouped by column Width 11 Column3 Value of Description Alias Description Align left Not grouped by column Width 25 spection type code DITS X c Si e Click onto Finish Date sub menu option Attendees gt Divisional analysis Click onto the Select button zh Period number zh Units PAGE The Date Range fields are referencing the date attribute identified as a Reference Date It would be usual to only set one date as a Reference Date in a single query If multiple Reference Dat
72. spection type code Inspections Calendar will attach itself to the bottom of the Inspection type description Retum code Order ay Inspection calender Inspection Type table list One difference Date of inspection Inspection frequency in months Active Effective until There is a plus sign next to the Premises folder This means that on Ca oo Na CSS ol this table is linked to the Available field fe Insp Calendar Allocated To Namel Insp Calendar Step alloc Add table Remove table Where b Select gt Even though Integrated Risk Code table is linked to the Premises table it may not be linked within the system setup Knowing what tables are linked to and what sub options are associated to what table go to Fire Safety Reporting Tables and Links Manual to see the full listings of all Tables and Attribute Groups that are in the Fire Safety Reporting Queries It is also important to have a very good knowledge of the system setup and know where the data can be pulled from when creating these queries from Fire Safety Reporting SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 14 SELECTED COLUMNS window two Available fields Select columns ind To create the Report you first have to QQ Premises ile number Group by b T US Group b select the information that you wish to Calcu
73. t contain Text For a Date Range Greater that or equals to and Less than or equals to is commonly used For Text Begins with or Contains are commonly used Enter a Date Range If you wanted to enter a Date Range between 1 April 08 to 31 March 09 In the Conditions box you need to Choose Greater than or equal to option Enter the Finish Date OK Click onto the OK button Select columns Value of Finish Date Greater than or equal to 01 04 2008 gt kl E X Modify amp ee Function vaut ssi Field inspectionsfinishdate Condition Greater than or equalto wed Cancel Add As you see in the Where window 3 Remove the Date Range has appeared MEd To add another line to the query you first need to add a to the query window SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 33 Add in a Query Line e Click onto either the AND OR button For this example am using the AND button AMD You can either e Click onto the table through window 1 then e Click onto the Where icon Or you can e Click on the Add button Add E e Select another option from Available Fields window Either way e Click onto Inspections folder e Click onto Finish Date table The Where box will appear In the Conditions box you need to e Select
74. ttings Graph Results Graph Results e Apollo Factory Settings eQ Apollo Close Close SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 43 How to Modify Column Layout Please refer to the Brown clipboard button entitled Fire Safety Queries e Click the Brown clipboard button jen Fire safety queries Modify Column Layout A drop down menu will display Print Report Send To M5 Excel e Click onto Modify Column Layout FSEC Group Supplementary Line No Description Count of Inspection type code FSEC Group Supplementary Line No Description Count of Inspection type code Depending on the columns checked will depend on the columns visible in the Fire Safety Queries result window i e only the above checked columns will display as so XI X XI XI XI XI lt lt 65 Save Column widths Restore Defaults Cancel Set column configuration for Total number of records fRDBMS memRepLisb s Amend column configuration Sort List v FSEC Group FSEC Group Remove the Ticks from the check boxes of the columns Supplementary Line No Supplementary Line No Description Description Count of Inspection type code Count of Inspection type code you Do Not want displayed Com coc Set column configuration for Total number of records RDBMS memRepliseglinecodn Amend column configuration Supplementary
75. window will display The system defaults to the first field Query Name Save Query Query name i Count of Inspections Type by FSEC e Enter an appropriate Name of the query being saved 2 Thi ill gi list of h i i e Enter a Brief Description of the query ola frat date benessere dele verge ARE for all FSEC Groups e Position the cursor in the Query Status field Guy statue Pes C Puis D View Library lil Di s Reporting Library d Fire Safety The system defaults to Private if however the query is to be accessible to all users ie Private e Select Public option e Click onto the Library folder Cancel e Click the OK button to Save the query The system returns to the Fire Safety Queries window salety queries Count ol Type Inspections by Group Net grouped by ee A query has been formulated and Saved for Nel grouped Gy Aiar Count of type code of Reener 0 Ted query 7 retrieval at a later date Nel grouped En j of Finish Dain Plur query E When ab Seist gt Vade ol Fares Giral equal s D _ 2 AMD AND hi rect i Value Finith Dats Lers than or equal bo 31 03 2008 on Eu al SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 39 To
76. you to change the heading name for that column EE cU Count of e Justification drop down arrow will allow you to align the data ot E e Width allow you to change the character length which determines the width of column in report e Click onto the OK button salety queries Linbitled zx Ax OB SEE As you can see the File Number has appeared in the uk Select Column window 2 on the right me Pos cede Geral Br Dakha sbection The Foequercy Peels m Get anniverian The Dae rapechon Test quen Ep Fo Fay op 2 PAR iat eid i A SOPHTLOGIC COMMERCIAL IN CONFIDENCE PAGE 15 Within the Premises folder e Click onto Name gt Value of e Click onto the Select button Select gt This will open up the Select Value Attributes window Select value attributes E Replaced cr value of Select Available fields a General Zh System time System date ay Premises File number Z Address Post code Geo ref District council Frequency of inspection Inspection anniversary Date last inspection done Fp officer un details amp dditable Remove table Where gt Select c Nam e Click onto the OK button Labe Nam Justification left

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