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User Manual Enterprise Version 1

1. esee 29 Tal Mar tudent IntOrmatiQDbus dioi eoo d E N RO MEN td 25 1 222 9t dent PHOTO SLAPS 22 cuss sspandenadunseseaanandents nota c qiomdieq ba pedet T natal daiiandanadessativaaliandintse 25 1 2 9 User Denmable Fie ds octo a aan adus pula tU ee DATEI LIS 25 Jo student Personal Stat lS Db uates poet SERUUM nS N 26 1 229 Sd nr Preference SA sige che tes oe cut toad comoda idit co etu tad neato ioa dat eo ctu udin 26 7 2 6 Student Further Information Tab Memo Field eeer 26 Tezi Student Reference Tab A Memo Ficld 53 uiices icd oec eat odd Fear eai noe PER Ln Seca rato uda 26 T 2 0 Sdent SKINS Tab 4 MermoBlelu ouis as ite ie edes io Hb uota Ra teb seva ee d pts bU Des 26 7 2 9 Student Special Circumstances Tab Memo Field eeeeeeessess 26 7 2 10 Student Correspondence Log Tab Memo Field sese 26 VEM SPODSUDA OLTM Sereno E OP dti ovt tnt ibat ei ue AC LIRE cred 26 7 2 12 Current Application Details Pop up Form essen 26 4 2 lox Placement Details Pop up Fom l 1 2 20 Fade T acmol ues i tubo edo ies 26 Jb bd Student Tasks4 Pop up FON oie emere Eo histo E 21 T2 CoOpyme a t dent RECO ats sbuieraemenas a deos sdb fe eot ait 27 T2 0 Deletme a tudent RecOEDQe aient a 21 7 2 17 Exporting Data toa Word Mail Merge File tonio n n oo DC iio eec Dia tenait 27 7 2 18 Exporting Data to a Microsoft Excel File ssssssonenn
2. Preference Notes Use t this memo region to enter any additional information relating to a student s preferences Double click this field if you want to display the memo in the zoom pop up box 1989 2015 PineSoft 2009 2015 FinDonlT 28 Enterprise Version User Manual 7 2 21 Illustration of a Typical Student Record with Pop up s Ka Student Records i Student Placement Details ge m val El amp a o Student Daly Louise i i Y LOUIE Student Code DALY LOUISE 5 ion 2010 Surname fname Daly Louise Mail Name Louise Daly Course COMP2011 Year 1 Mail title Dear Year 2 pacementu gea Task rlin d Turon Report mnz MN de Course Q y coupaNy REPORT KEA a Fysern ESPmesiDemo Vi Esc _ Enrolment Year PLACEMENT VISIT m 15082010 E Iv lest2 dd Graduation Year O O 0 S M PrskDona O Company Perth amp Kinross District Council Council Chambers 3 High Street Perth PH1 5JU Contact Mr Colin Fiddler Tel 0192 532176 Attached to the Computer Centre Transfer of in house database to Microsoft Access Use this memo region to maintain comprehensive job details initially this text is automatically entered from the corresponding job record but thereafter is uniquely maintained for each placement record Hotes Please contact Colin Fiddler ta arrange the
3. ABLANK7 to make it easy to reuse partially used label sheets starting at any label position 8 2 4 Output Envelopes You may select individual or groups of records and print names amp addresses directly on Envelopes The reports have initial default settings for DL size envelopes Please check via the Windows Printer Setup option while previewing envelope reports on screen that your 1989 2015 PineSoft 2009 2015 FinDonlT 40 Enterprise Version User Manual printer is set for Landscape orientation and DL envelope paper size You may save any changes on exit from the report as new defaults for that report For a large mailshot would recommend the use of labels or DL window envelopes however the envelope feature is very useful when you have only a few letters 8 2 5 Output Memos You may select a single memo and output it either with no header or a Memo header which will automatically incorporate your Institution amp Department name Again you may modify margins in the Printer Setup options to adjust the position of printed memos 8 2 6 Export Options amp Customised Letters Reports The default PineSoft letter output options discussed in Section 8 2 2 are easy to use and will produce high quality proportional output using an Arial font the same as the main body text in this User Manual The Export options are designed for those users who require greater control over fonts attributes bold italic etc point size the ab
4. 2 Class List Option field 1 Class List Option field 2 Class List Option fields 1 2 Placements Required Placed All details including current applications amp placement details Address other details 1 record per page Job Preferences Status Action Required Details Further Information Memo field Reference Use headed paper Reference photograph of student Use headed paper Photographs 16 per page Tasks Projects etc 1 Student 2 Student Personal Tutor 3 Student Visiting Tutor 4 Student Custom 1 field 1989 2015 PineSoft 2009 2015 FinDonlT 38 Enterprise Version User Manual Applications Placements Jobs H amp S 5 Student Options field 6 Student Options2 field 7 Student Options3 field Ordered by company new page for each placement cohort Ordered by company compact continuous output Ordered by student new page for each placement cohort Ordered by student compact continuous output Student Summary Totals Interview Details Summary with Student ID All courses Summary list of placements new page for each placement cohort Summary list of placements compact continuous output Summary list latest placement details Summary list of placements Ordered by Location new page each cohort Summary list of placements ordered by Location compact output Tasks Ordered by student Landscape format Tasks Ordered by company Landscape
5. Examine Edit Data SCCU Oi oisseyetieteinad auiem etu meia a eU UE EET NEU EO Dep LUE 14 Repor Niall Output SCCLON Oor E E nda meena eke 14 55 OCUP SUDMEMU ODHONS e toa N ohare hid inlets oath mesial 15 SS M seriei beo crrallo rH ER 15 5 2 Editing Prompts User definable field labels ce eeccccccccccceeseeeeeceeeeeeeeaeeseeceeeeeeaaas 16 2 9 ECOL o Course LEO S onc torsit Lp S iR De een bio uaa rasa ea e 16 23 d INE MW SessrOmD Options ROl FOVEO uo id roii e cec o uade xata eec bulo eee iedte 17 oP HD ODON earner ete coer Ce Reno en MES ctt mne E ener re 17 3u0 ISCDOLLD Ay OUT IIS secs tutes talaga gtr tc nel Seana ease eal acer laa eto 18 SWR TIBI ice T EET 18 IS C ontiec ON MIAN AC CF ordern ed ebte a donde bte bu furo iaa ek mda ctaiandaucheenesusast Moura cede 18 LIST Of Stait ol NeW SESSION TASKS ics itane N a 19 Ze xaminerEdibJUSEIaus tende oe sven ccaacetes ts subtve ua uim elt o tud aus teur petu S 20 7 1 Company Examine Edit Main Company Database sese 20 7 1 1 Main Company Information seeeseeeeeseeeeeeeen enne nennen nnn nnne eese nnn nnns 20 1 12 User Detmable Pieds eo easet a acai 20 7 1 3 Company Details for Placement Notice Reports Memo Field 20 7 1 4 Company Further Information Memo Field 0 0 0 ecccccccccccccsseseseeceeeeeeaeeeseeeeeees 20 7 1 5 Company Correspondence Log Memo Field eeeesseeeeeeree 20
6. checked to define which students require placements during the current session Clear toggles for students from previous years not requiring a placement You may also easily set or clear the Student Placed Yes No toggle field as required 1989 2015 PineSoft 2009 2015 FinDonlT 19 Enterprise Version User Manual 7 Examine Edit Data 7 1 Company Examine Edit Main Company Database 7 1 1 Main Company Information Use the Company Examine Edit option to browse through existing company records edit existing information or enter new details A typical company is shown in Section 7 1 20 To maintain referential integrity it is not possible to delete a company record while placement details remain in the associated placement pop up It is unlikely that you will want to delete any company records to maintain accurate records it is generally preferable to change the ACTIVE display to ARCHIVED and indicate in the Further Information region the reasons Each company record must be given a unique code which is used to order the records alphabetically Use informative codes such as GECELECWARLEY not short cryptic ones and avoid the use of spaces apostrophes or other special characters When using the Mail option for standard letters amp address labels letters use Dear title field so Dear Bob would be printed when the title field is Bob The name amp address printed on standard letters lists contact1 status and address the line sque
7. however you may decide to stick to the default PineSoft options which are easier to use the choice is yours New Timeline Export additions 1 Send emails to selected groups of recipients and record details in Correspondence Log 2 A Timeline option which gives a graphical view of placements by exporting and formatting output to Microsoft Excel as shown below A B G D E F G H l J K LIMI NJO v e un 1 Student Course Year Jan 10 Feb 10 Mar 10 Apr 10 2 Daly Louise COMP 2 PERTHDISTRICTCOUNC 3 Davis Steve COMP 2 ANGUSDISTRICTCOUNC 4 Donald Stephen COMP 2 SCOTOFFICE 5 Fraser Joanna COMP 2 PERTHDISTRICTCOUNC 6 Hally Steve COMP 2 FIFEREGIONALCOUNCIL 7 Jones Sarah COMP 2 oe sere 7073 8 Murray John COMP 2 BETTBROTHES 9 Smith Mark COMP 2 CENTRALREGCOUNCIL 10 Watkins Justin COMP 2 PERTHDISTRICTCOUNC 1989 2015 PineSoft 2009 2015 FinDonlT 41 Enterprise Version User Manual 8 2 7 PineSoft Mail List Options The Mail list options are designed to make it very easy to output your mail to all possible recipients The Preview Report facility will enable you to examine mail output on screen before deciding whether or not to print See the application for additional latest placement options Letter Company Contact Company Contact Thankyou Supervisor Supervisor Thankyou Student Student Student Student Student Company Contact L abel Home a
8. Flag5 Flag6 JobFlag5 JobFlag 5 3 Editing Course Titles Use the Course Titles option to edit existing course titles or to enter new course codes and titles B setup Header Course details x b ge ih To be used by Authorised Placement Manager Only Course Code Course Title COMP Please check with colleagues or Pine Soft first MATHS Course Code COMP Course Title Post graduate Diploma in Information Technology Enter amend details in datasheet view to the right HINTS Use easy to recognise course codes such as BABS MECH HOSP etc 6 characters max Changing any existing Course Code wil update all relevant links automatically to maintain referential integrity You may change Course Titles or new course codes and titles if required Changing Prompts or Course Titles should be the responsibility of a single Placement Manager 1989 2015 PineSoft 2009 2015 FinDonlT 16 Enterprise Version User Manual 5 4 New Session Options Roll over Use the New Session Options submenu to Increase Decrease Delete Interviews Delete Applications and Delete Jobs These options are used at the start of a New Placement Session to update records before entering details of new student cohorts Wa Setup Options x id New Session Options Roll over To be used at the start of a new session to increase the Session and Student Year fields by one for all ACTIVE Student Records NOTE Once
9. HPdm DEMO T dbo PINESOFT HP dbo PinedatSQL HPdm4 eooo S T OOO 1989 2015 PineSoft 2009 2015 FinDonlT 43 Enterprise Version User Manual 9 4 Technical Support Technical support is always available Existing customers will be kept fully informed of any enhancements remember not only market the software but used it daily as a Placement Manager at the University of Abertay Dundee for many years so am particularly keen to make it as flexible and labour saving as possible If you have any suggestions for future developments please let me know Contact Dr Stuart Donald The Pines Brucefield Road Rosemount Blairgowrie PH10 6LA Tel 01250 873744 Email pinesoft findonit com or helpdesk pinesoft net Website www pinesoft findonit com NOTE The PineSoft Website has a useful Learning Centre at www pinesoft findonit com learning php which contains Training Videos which take you through common tasks Please use On line Requests pages to provide feedback and log any requests for possible future enhancements 10 Appendices 10 1 Typical Printer Output The appendices contain a number of examples of typical printer output This small sample of the available mail and report options show the quality of output you may produce in seconds Company Standard Letter DEMOLETTER Memo Illustrative Memo Header Report Company All Report Company Student Job Placements Report Company Jobs Full Deta
10. Overview of Mall ODOM ssi esee aede urna eden aa eae eta suona ter Eiai 40 5 2 2 OUD WUC CTS oeste ore Em MEME MI E Le MEM Edu 40 1989 2015 PineSoft 2009 2015 FinDonlT 4 Enterprise Version User Manual 0 2 9 OULU A DCIS aac casa tdt Mm MR IM M IMS MEEIDLM 40 0 2 2 Output Envelopes emdebivnate mettono abet debut R osuntut datum auta d iueut cuna 40 92 5 SOULE NE MO e puis REUS d tatu ide eesti iod esten tas Sec esha cocina en tala ete I cL IDA cette 4 8 2 6 Export Options amp Customised Letters Reports sese 4 5 2 7 Pine sort Mal Dist ODLDOBS eee potu b eod tenete dee near ep dob ti ble deoa dom antes beeen Dea 42 9 2 9 PESO EPON ist ODUOBS 5 cerdo Rota ont ata uo Ida Rat b o rt ah toe use P aS steeds 42 sepulti TC 43 SNMP s e 43 SEDAN pOr Bir Hr 43 9 3 Connection Manager Changing the SQL Server Data File sess 43 D Ap ECCI AS UO ses E 44 MO 2 AOS CLC SS ME T LU E m 44 TIO T Typical Printer Output ceive database uates d uta omite auos exea etaed elita fed 44 INDEX deep EP H 45 sample Output PING elo SINSIfoI cT 1 19 1989 2015 PineSoft 2009 2015 FinDonlT 5 Enterprise Version User Manual 1 Introduction The PineSoft Professional Training Database is designed to meet the needs of course administrators who need to
11. Placement pop up the required flag is automatically switched off and the placed flag enabled These Yes No flags make it easy to select those students requiring a placement in the current session and those placed or still requiring a placement The Health amp Safety Yes No toggles are used to record whether the student has been briefed and received an information pack to comply with the Health amp Safety requirements 7 2 2 Student Photographs Using the Student Examine Edit option photographs may be inserted into the database and are always displayed Photographs are stored in a folder recommended file format jpg using the student name as the file name e g SMITH JIM jpg etc As these files are stored outside the database they do not contribute to data bloat Double click the photograph to view or add photographs The best way to handle student photographs is to crop and resize them using a Paint Image Editing package such as Microsoft Photo Editor or Paint A little experimentation is required to obtain the best results with a small file size The demonstration database uses digital photographs re sized to 150 x 200 pixels standard 4 3 photograph size and are about 10KB See on line help for the latest advice 7 2 3 User Definable Fields The nine field names initially labelled userlook1 userlook5 and usertitle1 usertitle4 and the five User definable toggle fields studflag1 studflag5 as shown in Section 7 2 20 of the
12. Student this text is limited to one field which equates to less than three lines of information BSI Testing Placement Student this text is limited to one field which equates to less than three lines of information z Use this memo region to maintain comprehensive job details initially this text is automatically entered from the corresponding job record but thereafter is uniquely maintained for each placement record Hotes Visiting Tutor Dr Stuart K Donald Tel 01382 3088898 Email s donald abc ac uk 1989 2015 PineSoft 2009 2015 FinDonlT 31 Enterprise Version User Manual NOTES 1 The Summary text region is designed for specific information about the nature of the placement these details are printed in all placement reports 255 char max 2 The Job Details memo region is designed for full job details 64000 char max while the Notes memo is for other information such as how to get there who the visiting tutor should contact reminders etc The Job Details amp Notes text is only printed in the One Per Page Full Placement Reports designed to give comprehensive details to Visiting Tutors 3 Click on the Tasks Button if you want to maintain a record of actual visits return of reports etc see in Section 7 1 21 for an illustration of the Tasks pop up when opened 4 Use the Examine Edit Current Placement Options if required to browse existing records sort on Student Code to identify any duplicate re
13. a student has graduated change their ACTIVE status to ARCHIVED to automatically exclude them from roll over changes See the Setup gt Archive Options for further details you can also do some housekeeping by deleting old interview application and jobs etc before starting to enter new cohorts Tip If you are not quite ready to roll over but still want to enter new cohorts use one less for Year and Session values this means that when you do roll over they will slot into the correct values so 2012 year 1 would move to 2013 year 2 etc NOTE These options do not affect or change any of the historical placement details in the placement records Increase increase student Year and Session year by 1 for all Student records excludes archived Decrease decrease Year and Session by 1 for all Students use to reverse Increase excludes archived Delete Interviews delete all historical Interview Details Delete Applications delete all historical Application Details Delete Jobs delete all historical Job Details Delete Current Flag uncheck the Current Employer flag for all company records Set Clear Required Flag Set or clear the Placement Required flag for selected student records Set Clear Placed Flag Set or clear the Placed flag for selected student records Press F1 for Help or contact PineSoft for further assistance 5 5 Archive Options The Setup Archive options may be used along with the New Session options to automate t
14. format Tasks Ordered by Visiting Tutor Landscape format Full Details One per page Includes Comment text Full Details One per page picture issue to Visiting Tutors Main Details Ordered by Student Main Details Ordered by Student picture 3 records j j Main Details Ordered by Location per page Main Details Ordered by Visiting Tutor otatus Progress Action Details Breakdown Duration of placements salaries Breakdown Location Breakdown Employer type Breakdown Employer List number of students placed Tasks Visits return of reports etc Summary one company per page Full Job Details Compact Job Details Status Action Required Details Company Summary Lists whether certified with date otudent Summary Lists all H amp S requirements for students 1989 2015 PineSoft 2009 2015 FinDonlT 39 Enterprise Version User Manual 8 2 Mail List 8 2 1 Overview of Mail Options Over twenty mail output options are provided to enable you to select Letters or Memos created in the PineSoft application Output for each mail option may be previewed on screen then output to a printer or a file on disk Via the use of bullet proof dialog box choices you may choose particular subgroups of records using company codes student name course session year tutor etc The actual dialog box options will match each particular report group The selection procedures are identical to those for Report Output disc
15. labels Using the Prompts option as shown below you may define seventeen company fourteen student and eight job field names of your choice to cope with individual preferences The User definable toggle fields are particularly useful when filtering records Customisable prompt fields in the company student and jobs databases also have user definable look up tables for further flexibility Fa Setup User Definable Custom Field Prompts cx ae E Company Custom Prompts Titlet Useritle Flagt Comp ag Title2 Usertitle2 Flag2 Comp ag2 Title3 Usertitle3 Flag3 Compfag3 Title4 Usertitle4 FlagA Compag Title5 lUsertitleS Flag5 Complags Title amp Usertitle6 Flag6 Compfag6 Student Custom Prompts Titlestud1 Usertitle1 Flagi Studiag Optionj1 Job Sector Titlestud2 Usertile2 Flag2 Stud ag2 Optionj2 Job Type Titlestud3 Usertitle3 Flag3 Stud ag3 Flagt JobFlac Titlestud4 Usertitle4 Flag4 Stud ag4 Flag2 JobFlag2 Options Userlook1 Flag5 Studfiags Flag3 JobFlag Options2 Uselook2 Flag4 JobFlag4 Jobs Custom Prompts Optionc1 Optionc2 Optionc3 Optionc4 Optionc5 Userlookt sebo lUserooks seti lUseriooks Options3 Options4 Options5 Userlook3 gt Userlook4 Userlook5 Enter prompts in lower case 12 characters maximum
16. number of vacancies for the selected job is automatically reduced by one Use the Visiting Tutor drop down list to enter details of the visiting tutor if known To add additional names to the visiting tutor list use the Setup Options described in Section 5 Enter any other known details such as telephone numbers emails etc These details may always be added or corrected later via the Main Menu or Pop up Placement forms The flag field is automatically set to Yes and you may display ONTARGET ACTION REQUIRED COMPLETED FAILED TO COMPLETE and ACTIVE ARCHIVED to facilitate filtering of required groups of placement records Use the pop up Status Memo a to record any specific details z E J Fa Current Student Placement Details m x Supervisor Group email Student Group email I Studname Clark Stewart session F Job Reference E course WATS x TE Project Student Assistant Year H amp S Authority BUILDRESWATFORD PEE Company Building Research Establishment Station Road Watford Contact Mr Joe Davis Tel 0123 443 9856 Start 08 02 2011 Finish 06 04 2011 4 Salary 15000 Prorata Duration 8 weeks 2 days Target Duration si FULL TIME Supervisor details z Dr Gary McPherson Job Title Training Manager Title Dr McPherson Tel 0123 443 9862 Email po T z 0123 443 9975 Dr 5 K Donald ail clark stewarnt bre co uk BSI Testing Placement
17. option To enable you to locate specific reports more easily they have been listed in 6 groups An overview of each group of reports is given in Section 8 1 3 as new reports are added from time to time see the application for the latest options 8 1 2 Example showing how to select preview amp print a report Use the Report List button on the Main Menu illustrated in Section 3 of this manual to display the Select Report Dialog shown below Choose Required Report x Company Student Applications amp Interviews Placements Jobs H amp S Favourites Company List of Companies Company Codes No Company List of Companies Custom 1 amp 2 fields No Company List of Companies Custom 3 amp 4 fields No Ae Company List of Companies Custom 5 amp 6 fields No Company List of Companies Customs field No Cancel Company List of Companies Optionc1 field No Company List of Companies Optionc field No Company List of Companies Optionc3 field No Company List of Companies Optionc4 field No Company List of Companies OptioncS field No Company List of Companies Option 1 amp 2 fields No Company List of Companies Email amp Website No Company Contact Tel Address 16 per page No Company All Details No Company Address etc 2 per page No Company Status Action Required Details Yes Company Correspondence Log Ho Company Further Information Memo Region No Company Notice
18. 5 PineSoft 2009 2015 FinDonlT 12 Enterprise Version User Manual E Filter By Form x PineSoft Company Records Current Employer Compflagi Fa Fa fe qu ui E ee Health amp sSafety x Certification date After SS Response date After 388 Correspondence Log Company Details for Placement Notice Reports se Company Further Information mmm Company Interview Details TO A Apply Filter Clear Selections Cancel Filter 4 3 3 Adding a New Record If the Add New Record blank form is not displayed Click on the Add Record button shown above then click on the Enable Edit Mode button and then enter details for the new record NOTES 1 New records are automatically sorted into the default database sort order when you close the database so the next time you open the database the records will have been sorted 2 To ensure the integrity of your data you will not be able to save a record unless any key fields have unique values and in the case of the Student Database if any of the required fields have not been entered Press the Esc key to abort an operation or use the Undo button options described below 4 3 4 Navigation If more than one record is displayed then you may navigate between records using imm displayed at the bottom left of Main Forms and displayed at the bottom left of Pop up Forms Use the button to refresh the display
19. CS Userlook3 COMPUTING Userlook4 MANUFACTURE MATHEMATICS TATICTIC C COMPUTING ENGINEERING 3 FINANCE Er Userloak5 MANUFACTURE MATHEMATICS MPD l Typical Report in Screen Preview Mode Status Location Employer Letter Reply PRIVATE COMM PRIVATF RFS DEMOLETTER 201 1 MAILSHOT1 OCT10 STUDENT1 2DEC10 RECORD x ACTION REQUIRED Archived E NO ISSUES Past Employer fv Current Employer 5 Compflag1 E Compflag2 amp HIGHLAND M Preview LOTHIAN NJ Compflag3 amp CENTRAL GOV E Compfiag4 FE HEALTH BOARD 3 Print LOCAL GOV F Compflag5 5 inim Compflag amp NO PREVIOUS REPLY NO REPLY THIS YEAR POSSIBLE PLACEMENT Ej compaddress 22 03 2011 Comp Code UNIVERSITY OF ABERTAY DUNDEE School of Computing amp Advanced Technologies Company Address Other Details BUILDFIRERESEARCH Fire Research Station Borehamwood Hertfordshire WD6 2BL Location Employer Letter Reply ENGLAND PUBLIC RES STUDENT12DEC 10 POSSIBLE PLACEMENT Userlook1 Userlook Userlook3 Userlook4 Userlook5 Page 1 COMPUTING MATHEMATICS STATISTICS N k M KK Ne Contact Job Title Title Tel Fax Mobile Email Webs ite Us ertitle1 Us ertitle Us ertitle3 Us ertitle4 Us ertitle5 Us ertitle6 8 1 3 List of PineSoft Report Options Reports are designed to give as
20. EUR uu Ce dus te reU Rep Ue ce letale reote due cerdo Uwe 7 od PASS W OF PE OCC HOD oou oes estas ain Status isto as rec qi ws and eres pda qu og Der uiteu qal a oboe deii rad ac tecaucees 8 4 Overview of Toolbar and Navigation Options sees 9 4 1 Interacting with the Access Quick Access Toolbar ccccccccccsssesseseceeeeeeeaeesseeeceeeeeeeaeeeeees 9 4 2 Interacting with PineSoft Buttons in Form Headers ccccccccssssessseecceceeceeeeeeseeeeeeeeeaaas 10 4 3 Navigation Displaying Records New Records eeeeeeeeseseseeseeeeen nennen eene 11 4 A Pnad Drop down Lists 252 09 iod r uai Daten daie xu atu aset becue Dust eu thure 12 4 95 2 Filtermpe CC OFS auis enotucce tenta iodbii doo eati iic nte diswtpas stud bd ettepeMa acia qe ipta ade tuauo E SEO 12 Example Using the PineSoft Filter by Form Option esee 12 4 3 Addn a New Record iode iet Mn et e Mtem Ma the bad mu Matura SE 13 2 3 d INGVIBAPIOTD ano seio eode td suadet gute eset sutu tot dises subxascdcPesdtandDub ratu uudldinn teetedatonctneaetetedausadinnst 13 Summary of Main Menu Groups c ccccccsecccceeeeceeceeseeeeceeeeseeseeseueessaeeeseusesseeeseueessgeeeseeeensaess 14 Setup Submenu Options SOC OD I s25toutedem Mega qoas qu etn IE qe eu dq Mei que en op Mal PgaU s 14 New Session Options 2 SOCIO 6 sscseccesadsnetursusinaaveacnntasesiaasanendanedabpesadasancintaaesiassghandeneduveetedssandenes 14
21. LACEMENT m Userlooks COMPUTING Response date 25 10 2010 if Contact Details Further Information Interview Details Correspondence Log 324 characters Contact Mr R J Smith 5Jun12Z Email ALL Records Job Title Head of Training 5Jun12 Distribution Email ALL Records 3Nov11 Letter THANK1 9NOV10 ALL Title Bob 3Nov11 Company Letter ARICHTEXT ALL Tel 0142 238865 3H40v11 Supervisor Placement Email ALL Fax 0142 23870 3Nov11 Student Placement Email ALL 3Nov11 Email Export ENGLAND Only Mobile 3Nov11 Email Export ALL Email robert smith gec co uk 3Nov11 Student Placement Email AL Record 1 of 1 M 4 p vs a Ba Company Records m y Telephone Email Distribution List Job Title Comment om 0142 23865 E224 andrew fed ecccouk Aison Weisirs supervisor 2010 D bbenfae uaz enzi en pemasa pewtesue J DrMkeDrysdee 0142 23865 Ext 227 _ mike drvedale aec co uk W Marketing Manager Sumervsor2W9203 press vam eism rnns pesa h Record M 1of4 M r Filtered Contact ur RJ Smith EJun12 Email ALL Records v Job Title Haad of Training uniz Distribution Email ALL Records 3Nov11 Letter THANK1 9NOV40 ALL Title Bob aNov11 Company Letter ARICHTEXT ALL Tel DE 42 23855 3Nov11 Supervisor Placement Email ALL Fax g 42 73870 3Nov11 Student Placement Em
22. No Company Notice Contact No Company Tasks No Company Tasks compact Yes Click on the required report tab Company in the above illustration and use your mouse or cursors to highlight the required report and then click on OK to select the report and display the Choose Individual or Option Codes dialog box shown on the next page With the keyboard press TAB to cycle between the list OK amp Cancel buttons 1989 2015 PineSoft 2009 2015 FinDonlT 35 Enterprise Version User Manual BE Choose Individual or Option Codes w Select individual records Use selection codes Cancel If you require to Select individual records at random check the top radio button shown above then click on OK to display the Select Company Records screen shown below The 32 bit version uses the Access Multi select List box Pressing a letter will take you directly to the first company code starting with that letter only the first letter may be used in this dialog box Alternatively use your mouse or cursors to navigate the list Select codes by clicking with your mouse hold down the Ctrl key to make multiple selections With the keyboard press TAB to cycle between the list and available buttons When you have completed your selections click on the Preview button to display the report on screen as shown in Section 8 1 2 Alternatively you may click the Print button to print directly to the default Windows Printer ME Selec
23. PineSoft Professional Training Database Access Enterprise Edition FinDenyy Instruction Manual Version 1e Copyright 1989 2015 PineSoft 2009 2015 FinDonlT All rights reserved Copyright Copyright 1989 2015 PineSoft 2009 2015 FinDonlT All rights reserved The software must not be transferred to a third party without the written consent of PineSoft The Pines Rosemount Blairgowrie Perthshire PH10 6LA Warranty and Limitation of Liability If within 12 months of purchase this software can be shown to the reasonable satisfaction of PineSoft to be faulty and not to function substantially as described in the User Manual PineSoft will at the option of the purchaser refund the purchase price or replace the software PineSoft will not in any event be liable for any loss caused by any error defect or failure of the software Structure As a Microsoft Windows application which uses the Microsoft Access database and Microsoft SQL server users of any Windows application should have little difficulty in getting to grips with this PineSoft Application This manual is divided into three main sections a Getting Started pages 6 13 describes how to install the software and how to use the keyboard mouse application menus amp toolbars etc Q Main Menu Options pages 14 42 describes the main modules of the application see page 19 for a summary of the available options with important features and necessary procedure
24. Soft Buttons displayed in the Form Header See Section 4 4 for an overview Click on the required button to display a pop up You may display more than one pop up at a time move them resize them and switch easily between them by clicking with your mouse See Section 7 2 21 for illustrations a 7 2 12 Current Application Details Pop up Form Use this pop up form illustrated in Section 7 2 21 to maintain details of student applications The pop up in the company record is the most convenient way of entering these details as you will normally be nominating a number of students at the same time for a job at a specific company Note These details should be cleared at the start of each Session see Section 6 1 As you can see the application automatically displays the details of each job the student has applied for by linking and looking up information in the applications jobs and company database You may enter or update application and interview dates using the dd MM yyyy format Alternatively use the Pop up calendar which automatically uses 4 digit years from 2000 7 2 13 Placement Details Pop up Form The placement pop up illustrated in Section 7 2 21 displays details of past and present students as well as visiting tutor supervisor s names etc Note the Summary text region should contain information about the actual placement project details etc The Job Details memo text region is designed for other information such as how to ge
25. TROIS c 20 Jb PODSUD DORBSUo Eee toda E Lira beu SA UE IE el tri E as 20 Jaks Company Contacts LPOp Up EOFHI iuit ote true ob N 21 1989 2015 PineSoft 2009 2015 FinDonlT 3 Enterprise Version User Manual 7 1 9 Current Application Details Pop up Form sssseseesssssssseceressssssssccressssssssscreesssssssees 21 7 1 10 Add New Placement Details Pop up Form ce eecccccccccccceeseseeeeeeeeeeeaaeenseeeeeees 21 TJ Ibl Placement Details Pop up Fonn heess a ERU Umi ad Cobain red 21 T 122 Student Records Pop up FOL ici oe Er ERE ctr AIMER ua T 22 T p5 Company Jobs Pop Gp FOMI 2uisoec t s esoet etat echa ra tros o ope qu bra eroe amt e cd aba manana do deoa 22 T M EC ompaty Tasks Popup Orin acus haber i Rees Rada bct enden io tu neater Saloon eds 22 PL AD Copymg a Company Record ied ere e epe se taa EE ce pera be e ooa eae C XE arde 22 T Delete a Company ReCOLD decode niat ut eet ae qp eai boe nest es dte as 22 7 1 17 Exporting Data to a Word Mail Merge File sese 22 7 1 Io Exporting Data t a Microsoft Excel File iia or ote rao o ue en Rp esae needs 22 Jal e sStatuscdiic TC DIVI eese ied tete eie mua O Ie ipn eap U etnia d E 22 7 1 20 Illustration of a Typical Company Record essere 23 7 1 21 Illustration of a Typical Company Record with Pop upss eeeeeeeeeese 24 7 2 Student Examine Edit Main Student Database
26. ail ALL 3Nov11 Email Export ENGLAND Only Mobile 3Nov11 Email Export ALL Email robert smith gec co uk 3No0v11 Student Placement Email AL Record 1 of 1 4 n 1989 2015 PineSoft 2009 2015 FinDonlT 23 Enterprise Version User Manual 7 1 21 Illustration of a Typical Company Record with Pop up s ro Fa Company Records m x gei f Student Placement Details eE v 9 LS bu Distribution Group email I eleelea Power Tc AE ERI NEC Student Smart Susan Session 2010 Course MATHZ T11 Past Employer v Job Ref GEC 10 3 Current Employer W Job Title Marketing Analyst Compflagt Start 15 03 2010 Finish 21 09 2010 Salary 15 200 00 Prorata 1 TE Compflags Duration 28 weeks 5 da Target Duration FULL TIME ys Inge Compflag4 TM Supervisor details Student details Compflag5 i Name Dr Mike Drysdale Address 102 London Road Compflag6 W Job Title Marketing Manager et ard LL a Title Dr Drysdale West Midlands eI phe Tel 0142 23865 Ext 227 Health amp Safety 7 Lette i mike drysdale aqec co uk Certification date E Visiting Tutor Cont Dr S K Donald 5 Job m w wmozio sf AF progi20i0 Sd B oo CEEE ie Toon x NR er sl s5 h J Record Lots Mi LN Record M 4 1 of 3 bac Company Records E x YN Date Online Details Hy
27. alid User Name and password before clicking OK Va SQL Server Logon Fi n Deny T PineSoft Professional Training Database SQL Server Logon Database eUKhost SS DEMO New Pinesoft Use Trusted Connection User Name Pinesoft OK Password e Exit Use a Trusted Connection or enter a valid User Name and Password then click on OK then be patient and wait while SQL Server connections for 45 tables are made When complete the application Main Menu will be displayed Tel 01250 873744 E mail pinesoft FinDoniT com Internet www FinDonIT com Copyright 1989 2012 Pine Soft 2009 FinDonIT The PineSoft Main Menu shown on the next page is then displayed preceded by an information screen in the demonstration version and a license maintenance reminder message if within 60 days of the renewal date in the Full Version As you can see the Main Menu gives you easy access to the various PineSoft options For convenience there are three groups The first Examine Edit Data group gives direct access to the main PineSoft database tables The second group Report Mail Output has over 100 different report amp mail output options so that your data may be easily extracted and presented in paper form The final group contains the Setup and Exit buttons The Setup button gives access to the extensive Setup options for customising prompts and lookup tables to suit individual requirements The Exit button is used to cl
28. ata to a Microsoft Excel File It is not likely that many users will need this feature which will export the current data set to a file in Microsoft Excel Format You may filter the records to form any subset of records See Section 4 3 2 before exporting the data set to give total flexibility Exported data may then be accessed directly from Excel see your Microsoft Excel documentation for details O OBEO r amp 7 1 19 Status and Archiving Change the NO ISSUES display to ACTION REQUIRED to flag any records for action use the pop up Status Memo A to record any specific details The ACTIVE display may be changed to ARCHIVED to give further flexibility when filtering records 1989 2015 PineSoft 2009 2015 FinDonlT 22 Enterprise Version User Manual 7 1 20 Illustration of a Typical Company Record Pa Company Records m x Code GECELECWARLEY Address GEC Electromotors Ltd Usertilet Past Employer v CakemreRoad Usertile2 Current Employer Watey i CU Stile Compflagt WestMdlands BES0QT 000 000000000000 Usertitles Compflag3 Usertitle6 Compflag4 A Hi lt 1 11 1 dI SI Userlook1 Emp Location ENGLAND e UWserdok O O Employer PRIVATE COMM e Userlook3 MATHEMATICS ke Health amp Safety j7 Letter THANK1 9NOV10 gt Userlook4 STATISTICS Certificationdate 16 04 2010 3 POSSIBLE P
29. ay minimise the calendar if required and keep it available at all times during a PineSoft session Export the present set of records to a file in Microsoft Word Mail Merge format Text txt format used a le ws m e Export the present set of records to a Microsoft Excel file x Copy the current main database record After copying a character is appended to the copied key code to make it unique otherwise it can t be saved Lm Delete the current main database record amp related records Requires confirmation for safety Display pop up form of additional company contacts for the current company record Display pop up form listing Student Applications for the current record Display pop up form to Add New Placement Record s Display pop up form listing Student Placement Details for the current record Display student pop up form available while browsing the Main Company Form e e e e e e 1989 2015 PineSoft 2009 2015 FinDonlT 10 Enterprise Version User Manual enter new jobs Display pop up Tasks Form available in Company Student Placement and Jobs forms All include a hyperlink option to link to external files Use to keep track of User defined tasks for company student or placement records Monitor company consultancies the return of student reports projects etc Z3 Outlook appointment is This option requires that Microsoft Outlook is open and creates appointments where you ma
30. ber of students The three new toggle fields I R amp S introduced in version 3 0 may be used to monitor items application forms etc issued to students returned to the Placement Office and sent to the company Just leave these toggle fields blank if you do not wish to monitor these details 7 1 10 Add New Placement Details Pop up Form Use this pop up to add new placement records where you may look up the details of the placed student and job vacancy automatically via drop down lists 8 7 1 11 Placement Details Pop up Form The placement pop up illustrated in Section 7 1 21 displays details of past and present students as well as visiting tutor supervisor s names etc Note the Summary text region should contain information about the actual placement project details etc The Job Details memo text region is designed for other information such as how to get there who the visiting tutor should contact reminders etc This Job Details text is only printed in the One Per Page Full Placement Reports designed to give comprehensive details to Visiting Tutors Note click on the Tasks Button if you want to maintain a record of visits etc Any displayed details may be updated at any time 1989 2015 PineSoft 2009 2015 FinDonlT 21 Enterprise Version User Manual 9 7 1 12 Student Records Pop up Form Use this pop up to view student records while browsing the company form 7 1 13 Company Jobs Po
31. ccess FuLL x Surname fname Daly Louise o Study Mode FuLL TIME Placement Required Mail Name Louise Daly Tutor Dr 5 K Donald Student Placed v Mail title Dear Louise Nationality BRTSH gt Health amp Safety Briefed V Yea p EJ Letter STUDENT1 20EC10 sed Health amp Safety Pack v Placement No gt Userlook1 TESTSTUD1 Studflag1 Session 2011 la Userlook2 TESTSTUD2 m Studflag2 Course COMP2011 Userlook3 ANYLOCATION s Studflag3 Enrolment Year 2008 Userlook4 FRENCH m Studflag4 Graduation Year Le Userlook5 PASSPORT il studflag5 Personal Details Special Circumstances Registered Disabled Term 14 South Road Driving Licence M Work Permit Required l Dundee t lt OSOSCSCSCS University email 20094231 abertay ac uk F ID411HHO Personal email Ldalyiibtinternet com CO Mobile 07708663456 FO Gender FEMALE Tel 0453 766542 Marital Status amED o Date of Birth benna o O 8 Home 14 South Road Project sup Dr John Smith Dunde Useritle2 a OSH Useritie3 UCAS Points 8 Tel 0453 76654 Fx Student Records m x 1 Outlook appointment University Group email I Personal Group email 1 ma 4 BENGESESSS RENE Studen
32. cement Summary with Student ID All courses qT Placement Summary with Student ID All courses amp address 1 141 141 14 5 7 Web Defaults The Web Default forms give Placement Managers full control over the level of access FULL READ ONLY NONE and enabled fields for Student Visiting Tutor and Company use of the Web based modules Web Module logon username and Passwords may be administered Fa Enable Required Default Web Access Requires Enterprise Version x r JC tJ wal Set Fields to be Updated via the Web Modules Student Visiting Tutor Company Personal Details Job Preferences Personal Email Work Permit Job Search Feature JobFlag1 Mobile Registered Disabled Location JobFlag2 Home Address Special Circumstances Job Sector JobFlag3 C Term Address Usertitle1 Job Type JobFlag4 Driving Licence Usertitle2 Accept Unpaid JobFlag5 General Skills Usertitle3 Preference Notes JobFlag6 IT Skills Usertitle4 Placement Details Admin Contact Current Placement Information Email jlfiniayson aol com Activate Administer Student Web Access Student Code Student Name Course Year Web Access amp ADAMS GRANT Adams Grant COMP2011 1 FULL CLARK STEWART Clark Stewart MATH2011 3 NONE psv steve couez z fione Imman Da o L AUD La 1 ye AT fe a r Record 14 1 of 32 gt Pl ok 5 8 Connection Manager See Section 9 4 for details of how to edit logon details for SQL Server and a
33. company 7 1 5 Company Correspondence Log Memo Field When you send a group of letters or emails you have the option of recording the details in the Correspondence Log region to give you a historical record 7 1 6 Interview Details The interview details are used in the Company Interview report which also lists details of student interviews from the Current Applications pop up see below 7 1 7 Pop up Forms A major feature of the application is the ability to pop up additional information relating to the current company record via the PineSoft Buttons displayed in the Form Header See Section 4 4 1989 2015 PineSoft 2009 2015 FinDonlT 20 Enterprise Version User Manual for an overview Click on the required button to display a pop up You may display more than one pop up at a time move them resize them and switch easily between them by clicking with your mouse See Section 7 1 21 for illustrations When entering or editing pop up records the record marker changes to the edit pencil icon make sure that you save the new pop up record by closing the pop up or pressing F9 or moving to another pop up record before moving to another Main Record LJ 7 1 8 Company Contacts Pop up Form In addition to the main company contact you may use this pop up form illustrated in Section 7 1 20 to maintain details of as many other contacts as you require m 7 1 9 Current Application Details Pop up Form Use this pop up form illust
34. company or student The Health amp Safety option lists all relevant Health amp Safety requirements for placed students Report Mail Output Section 8 Use these options to select from over 120 report amp mail options which organise and present your data in a wide range of useful formats See the appendices for some sample output 1989 2015 PineSoft 2009 2015 FinDonlT 14 Enterprise Version User Manual 5 Setup Submenu Options The Setup Submenu displayed below may be used to modify as required the default database look up tables for company amp student codes staff names task job codes user definable prompts etc Note The Web Defaults option allows Placement Managers to control the Web Module level of access to specific fields for Users Students and Visiting Tutors The Enterprise Web Version is required to use Web Access please check the website www pinesoft findonit com for further information and video demonstrations PineSoft Enterprise Web Setup Options FinDonyy Company Codes Location Employer Reply Company Lookup 1 Company Lookup 2 Company Lookup 3 Company Lookup 4 Company Lookup 5 Student Staff Codes Nationality Tutor Vis Tutor Student Lookup 1 Student Lookup 2 Student Lookup 3 Student Lookup 4 Student Lookup 5 Task Job Codes Company Tasks Student Tasks Placement Tasks Job Tasks Job Lookup 1 Job Lookup 2 Currently connected to Example Connection Local Se
35. confined to the first character only see section 8 NOTE The Find drop down list has one limitation It can t cope with any Special Characters which should not be used in any database Code fields Special characters include apostrophes so lrish surnames such as O Conner can t include O CONNER in the Student code field The solution is to omit the apostrophe in the code and use OCONNER the actual student name can still be entered correctly as O Conner 432 Filtering Records The PineSoft Filter by Form button makes it easy to filter required records Use a filter when you want to a temporarily filter out records that don t apply to your current task for example to display records from one of five different courses a find records that meet complex criteria defined over more than one field a display records of students still requiring a current placement Example Using the PineSoft Filter by Form Option Click on the PineSoft Filter by Form button 4 in the header of the Company Examine Edit form to display the corresponding Filter by Form window shown below With the shown selections clicking on the Apply Filter button would select MOD companies in England which have employed students in the past Use the Clear Selections button to clear all current selections For text fields entering don would match Donald Donaldson etc as a wildcard character is automatically appended to entered text 1989 201
36. cords which are easy to delete 7 5 Letters Examine Edit You may create an unlimited number of letters and these letters may be Mail Merged to incorporate details of company contacts supervisors students etc See section 8 2 of the Report Mail Output options for full details Arial 10 point is recommended for the letter text A typical letter is shown in Section 7 6 1 Each letter is given a unique letter code of your choice Use codes that you will easily recognise for easy selection during Mail Merge output For example MAILSHOT1 1JUNE12 GECELEC 5JAN12 etc To give as much flexibility as possible there are three fields Ref1 Ref2 and Date which print above the address and three fields header1 2 3 which print on the right hand side of the page below the address The main letter text region is a Rich text Memo field mark a section of text and hover to display the font and formatting options toolbar shown below Arial ho apb v SE E Bu A v amp Via the Printer Setup options you will be able to adjust the margin settings for printed letters so you should have enough flexibility to position any required references or date to suit your particular headed paper It may be that you decide to use only one or two of the six fields For example use header3 for the date if you prefer to see it on the right hand side of your letters i i IU Note once you have experimented and d
37. ction 4 3 2 before exporting the data set to give total flexibility You may filter the records to form any subset of records See Section 4 3 8 before exporting the data set to give total flexibility Exported data may then be accessed directly from Word using the User Friendly options available see your Microsoft Word documentation for details G 7 2 18 Exporting Data to a Microsoft Excel File It is not likely that many users will need this feature which will export the current data set to a file in Microsoft Excel Format You may filter the records to form any subset of records See Section 4 3 2 before exporting the data set to give total flexibility Exported data may then be accessed directly from Excel see your Microsoft Excel documentation for details ENGESERE A NENENIT E 72 19 Status and Archiving Change the NO ISSUES display to ACTION REQUIRED to flag any records for action use the pop up Status Memo to record any specific details The ACTIVE display should be changed to ARCHIVED when students have graduated this excludes them from the New Session Roll over Increase option and gives further flexibility when filtering records 1989 2015 PineSoft 2009 2015 FinDonlT 27 Enterprise Version User Manual 7 2 20 Illustration of a Typical Student Record Ka Student Records m x Outlook appointment se University Group email Personal Group email Student Code DALY LOUISE Student ID Ref 20094231 Web A
38. d available buttons You may select as many records as required which are displayed in the Selected list When you have completed your selections click on the Preview button to display the report on screen as shown on the next page Alternatively you may click the Print button to print directly to the default Windows Printer In addition to the selection of records at random explained above you may select records based on appropriate Look up codes To do this you require to use Selection codes check the lower radio button in the Choose Individual or Option Codes Dialog box and click on OK to display the Selection Criteria screen shown on the next page Make no selections to include all records or narrow your choice by clicking on required codes Yes No toggle fields such as the one for past employer have three settings and give great flexibility Initially when shaded grey all records would be included When checked with a tick or cross only Yes responses are selected and if coloured 1989 2015 PineSoft 2009 2015 FinDonlT 36 Enterprise Version User Manual white only No responses are selected Clicking on a toggle box cycles through the three options Finally click the Preview button to display the report on screen as shown on the next page Use the Clear button to reset all selections Wa Selection Criteria Userlook1 TESTCOMP1 Userlook2 TESTCOMP2 COMPUTING FINANCE MATHEMATICS MEDICAL STATISTI
39. d you may modify the default Job Title of Student Placement and the default Number of Vacancies which is initially entered as 1 Note As students are placed at specific jobs the Number of Vacancies field is automatically reduced by one Once equal to zero the job will not appear in lists of available jobs in Student Application forms or Add New Placement forms You may also remove a job from application and placement drop downs by setting the Jobs ACTIVE flag to CLOSED e Complete entries in the Application Requirements group if required e he eight Job Classification Criteria prompts are User definable and may be used to select jobs matching student requirements e The Job Summary field is 255 characters long and the Job Details region is a Memo field 14 A4 pages so extensive details may be entered or pasted there You may display NO ISSUES ACTION REQUIRED and ACTIVE CLOSED to facilitate filtering Use the pop up Status Memo a to record any specific details Company Code ANGUSDISTRICTCOUNC Job Reference ADCA 2 2 Number of Vacancies 2 Date Posted 24 04 2012 Hl Unpaid Job Prorata Pending Web Page Views FULL TIME Online CV AppForm Letter Closing Date Start Date Finish Date Salary Target Duration ra IW a 21 09 2012 Hl 051 1 2012 Hl H4 1 2013 Hl 15 000 00 12 month Application url email d mcedonald angusdc co uk Job Sector Local Government Job T
40. ddress Term address c o Company Contact c o Supervisor Placement address Company Contact Thankyou Supervisor Student Student Student Student Student Company Contact Envelope Home address Term address c o Company Contact c o Supervisor Placement address Company Contact Thankyou Supervisor Student Student Student Student Student No Header Memo Home address Term address c o Company Contact c o Supervisor Placement address With Header 8 2 8 PineSoft Export List Options Export Company data for Microsoft Mail Merge or Group Email Export Student data for Microsoft Mail Merge or Group Email Export Placement data for Microsoft Mail Merge or Group Email Export Create Excel Timeline Chart 1989 2015 PineSoft 2009 2015 FinDonlT 42 Enterprise Version User Manual 9 Miscellaneous 9 1 Notation You need to be consistent in your interpretation of the session year 2014 2015 and its relation to a particular session 2013 2014 2014 2015 In the demonstration version with placement periods from March to September session 2013 for example would refer to the March September 2013 placement though the academic session would be 2012 2013 and the students entered that particular year of the course in 2012 For consistency stick to this notation 9 2 Importing Data While it is very easy to export data from the PineSoft application
41. e 1 July 2012 Dear Title Professional Training 2012 Sample letter illustrating the new rich memo options Cool options e User definable Yours sincerely Dr Stuart K Donald fa Memo Preparation for Professional Training Week 1 Introduction to the Professional Training option Week 2 Employers expectations Week 3 Preparing a C V Week 4 Report writing Week 5 Self presentation and interview techniques Week 6 Mock interviews recorded on video followed by discussion Week 7 Further mock interviews Week 8 The employers viewpoint lecture by Mr Bob Smith of GEC Week 8 Concluding seminar Dr Stuart K Donald 1989 2015 PineSoft 2009 2015 FinDonlT 33 Enterprise Version User Manual 7 7 Applications Examine Edit The Applications Main Menu option is designed to give access to the underlying database table for Student Applications This table refers to Current Applications and must be deleted at the start of a new session 7 8 Contacts Examine Edit The Contacts Main Menu option is designed to give access to the underlying database table for Extra Company Contacts Note you will generally view placement application and contact details from the main database tables via the pop up forms which automatically display the appropriate linked records 7 9 Tasks amp Hyperlinks Examine Edit The Tasks amp Hyperlinks submenu gives access to the Company Student Jobs and Placeme
42. e appendices and has been designed to enable the use of standard DL window envelopes if required As indicated in Section 7 4 you will need to experiment with the use of the three fields Ref1 Ref2 Date which print above the address and the three fields Header1 Header2 Header3 which print on the right hand side below the address to suit your Headed Paper For example use Headerl 2 or 3 for the date if you like to see it on the right hand side You may reposition the whole letter by using the Printer Setup options to change margin settings For example change the top margin setting from 1 6 to 2 0 to move everything down 0 4 With this flexibility you should be able to decide on a suitable format After changing any options you are given the opportunity to save them as your new defaults for that particular letter report when you close the preview print window Note when Examining Editing Letters in datasheet view it is possible to resize and reposition the position of columns So if you are only using header2 you may mark and drag it with your mouse so that it is displayed next to the letter code field On closing the window you are given the option of saving your settings as new defaults 8 2 3 Output Labels You may select individual or groups of records and produce 16 labels per page of Standard Avery L16 Laser Labels 4 x 1 amp 1 3 2 column s of 8 labels per A4 sheet Tip Create blank company records with codes ABLANK1 ABLANK2
43. ecided on which fields to use you can reposition and resize the fields used so that they are displayed together when you view letters in datasheet format PineSoft buttons for copying deleting and exporting data to Microsoft Word or Excel are again available in the form header the use of these buttons was discussed in the sections on Examining Editing Company and Student records 7 6 Memos Examine Edit You may create an unlimited number of memos and these memos may be printed with or without a MEMO Header which incorporates Institute and Department names See section 8 2 of the Report Mail Output options for full details A typical memo is shown in Section 7 6 1 Each memo is given a unique code of your choice The use of informative date stamped codes for memos such as CVSEMINAR 7NOV10 is recommended and will act as a prompt come the following November that it is time to circulate details about the seminar on C V preparation The main memo text region is a Rich text Memo field mark a section of text to display font and formatting options PineSoft buttons for copying deleting and exporting data to Microsoft Word or Excel are again available in the form header the use of these buttons was discussed in the sections on Examining Editing Company and Student records 1989 2015 PineSoft 2009 2015 FinDonlT 32 Enterprise Version User Manual 7 6 1 Illustration of a Typical Letter and Memo record dr Fa Letters Ref2 Dat
44. eze facility ensures that no gaps are left if the status field or any address fields happen to be blank The fields for location employer letter reply and the five user definable option fields all have associated look up tables which can be displayed by pressing the F4 key 7 t The toggle Yes No fields for past employer current employer Health amp Safety and the six User definable toggles facilitate the easy filtering of records via the PineSoft Filter Button or Selection Criteria in Report options Note the letter code field is updated automatically when you use the Mail output options to print a letter so will give you a record of the last letter sent to the company 7 1 2 User Definable Fields The eleven field names initially labelled userlook1 5 and usertitle1 usertitle6 and the six toggle fields compflagt compflag6 as shown in Section 7 1 20 of the manual may be customised to suit your own particular requirements using the Setup submenu options see section 5 7 1 3 Company Details for Placement Notice Reports Memo Field The Company Details region is intended for specific factual information about the company this information along with the company s address is included in the Possible Placement Report to inform students about a possible placement 7 1 4 Company Further Information Memo Field Use this Memo field region to maintain any required details about correspondence etc with the
45. first visit and to confirm that James Nicoll is to be Louise s Total Training Duration All Placements 8 weeks 5 days Ka Student Records Outlook appointment lime University Group email Personal Group email Web Access FULL I RS App Time OffAcPl Job Ref Comment Angus District Council District Buildings fT 2422010 H 2802 2011 FH T ape BEEN GEC Electromotors Ltd Cakemore Road T T1220 34 38 I eec BEEN kh Building Research Establishment Fire Research Station IIT 25112010 4 Reni x Bos gt NONI March 2011 Goto Today Mo Tu We Th Fr Year 4 gt ia 3 4 Driving Licence M 6 7 s 9 1 n University email 20094231 mab 14 15 16 17 18 Personal email Ldalvigibtinte M o2 23 24 25 HET FE 28 29 30 31 Gender FEMALE Marital Status amp RRIED Date of Birth 081 1892 itl p Project sup Dr John Smith lt 3 Usertitie2 D41 1HH Usertitle3 E Usertitle4 UCAS Points Tel 0453 766542 1989 2015 PineSoft 2009 2015 FinDonlT 29 Enterprise Version User Manual 7 3 Jobs Examine Edit The Main Menu Jobs option gives direct access to all jobs however new job details must be entered via the Jobs Pop up in Company forms e You must define a unique Job reference such as ADC 12 1 The Company code location Date Posted and other default values are inserted automatically e If require
46. he archiving or deletion of students who have graduated Setup Options Archive Delete Options Use these options to update the ACTIVE ARCHIVED flag or Delete Selected Records and ON TARGET COMPLETED ACTION REQUIRED status fields in selected groups of records These options significantly speed up the necessary roll over updates avoiding record by record input and are typically used in connection with the New Session Update Options See the Setup New Session Options for further details Set or clear the ACTIVE ARCHIVED flag for selected student records or delete records Archive Delete Placement Record Options Set or clear the ACTIVE ARCHIVED flag for selected placement records or delete records Status Placement Record Options Set status to ON TARGET COMPLETED ACTION REQUIRED for selected placement records If in doubt contact PineSoft for further assistance 1989 2015 PineSoft 2009 2015 FinDonlT 17 Enterprise Version User Manual 5 6 Report Favourites The Setup Report Favourites options facilitate the selection of favourite reports Ka Data File Location ls Report List Define required Favourite Reports Report Hame Report Tab Favourites F Applications Ordered by Student including issue logs B Applications Student Summary Totals Interview Details Ordered by Company Interview Details Summary All courses Interview Details Summary Grouped by Course m Pla
47. ility to insert PineSoft database fields at any point of a letter etc You may select individual or groups of records as usual and then export the PineSoft data to a file name of your choice in Microsoft Text or Excel Mail Merge format You then require to exit the PineSoft application and load Microsoft Word for Windows or other Word Processor where you may create customised letters labels amp envelopes with a large number of built in options to help you in MS Word etc See the on line help or the Mail Merge Chapter in the Word documentation for information on how to produce very flexible output For example you could use the envelope merge format to produce a list of company contact names addresses and telephone number using two or three column displays In fact you may easily produce Customised Reports using any PineSoft database fields to give total flexibility At the University of Abertay Placement details were previously recorded laboriously using a number of Standard Pro forma However these forms were easily duplicated in a Word for Windows document with data automatically merged via the PineSoft Export option see the last report in the appendix for typical output Note Once you have created a Microsoft Mail Merge document you may save it for future use Then you only have to update the exported mail merge file keeping the same file name to easily output your updated results It is not too difficult once you get some practice
48. ils Report Applications Ordered by student Compact Report Applications Interviews All courses Report Placements Summary Ordered by location Compact Report Placements Summary All courses Landscape format Report Placements Full Listing One per page with picture Report Placements Breakdown Location Health amp Safety Student Summary Landscape format 0D D O0 D D D D DU D LU D UD O Customised Word for Windows Report with data automatically merged 1989 2015 PineSoft 2009 2015 FinDonlT 44 Enterprise Version User Manual INDEX A Adding a New Record 13 Appendices 44 Application Details 21 26 Applications 34 Archiving 22 27 Attached Data File 43 Backup 6 C Company Contacts 21 Company Examine Edit 20 Contacts 34 Copying 22 27 Deleting 22 27 Drop down Lists 12 Email 11 42 44 Envelopes 41 Examine Edit Data 14 20 Export 41 42 Exporting Data 22 27 Filtering Records 12 H amp S 34 Help 11 13 Hyperlinks 34 Installation 7 Introduction 6 Jobs 30 Labels 40 Letters 32 40 1989 2015 PineSoft 2009 2015 FinDonlT 45 Mail List 40 42 Memos 32 41 Miscellaneous 43 Mouse and Keyboard 8 N New Session Options 14 17 18 O Outlook 11 Photographs 25 PineSoft Buttons 10 Placement Details 21 Placements 30 31 Pop up Forms 21 26 Printer Output 44 Printer Set up 7 Reference 20 26 Report Options 38 Repo
49. in Main forms when prompted 1989 2015 PineSoft 2009 2015 FinDonlT 13 Enterprise Version User Manual Summary of Main Menu Groups The Main Options within the PineSoft application have been divided into three groups as shown in the screen display in section 3 of this manual Important tasks are discussed in Sections 5 8 Setup Submenu Options Section 5 The Setup Submenu options which are used to modify as required the default database look up tables for company amp student codes staff names and user definable prompts Only values defined via the setup options may be entered into the corresponding fields of the main database tables It is recommended that a single Placement Manager is responsible for changing or adding new course titles At the start of a new session you should use the New Session options to update student and company fields before entering details of new student cohorts See Section 5 for details New Session Options Section 6 At the start of a new session you need to carry out a number of essential tasks before starting to enter student or placement details for the new session See the Setup Submenu New Session Options Examine Edit Data Section 7 Use the Examine Edit Company option to insert new company records or to update or correct details in existing records Records are kept in alphabetical order via the company code field and you should use informative codes such as GECELECWARLEY
50. low NOTE Many toolbar options may be accessed more quickly by right clicking your mouse j Undo and Redo enabled when appropriate b Preview the current form useful for previewing or printing n Setup lists for Location Nationality etc i Check spelling in selected text x3 A Cut Copy Paste Alternatively right click to access these options 44 an Find Find Next Replace Close Print Preview use to exit from Reports or Letter 1989 2015 PineSoft 2009 2015 FinDonlT 9 Enterprise Version User Manual 4 2 Interacting with PineSoft Buttons in Form Headers Outlook appointment lm Group email Distribution Group email 1 The PineSoft buttons shown above are displayed where appropriate in form headers when Examining or Editing database records To select a button option with a mouse simply click on it To use the keyboard press the F6 key to toggle to the header buttons T AB to the button required then press Enter When highlighted a description of the option is displayed in the status bar at the bottom of the screen To display the description with a mouse hold down the right mouse button A description of the available buttons is given below Close Form Record Locked Click to enable Edit Mode Edit Mode Enabled Click to Save Record in Main Form Edit Mode Enabled Click to Lock Record in Pop up Form Filter by Form option The easiest way to filter records Pop up Calendar You m
51. maintain details of external company contacts and keep track of the progress of students on their courses The PineSoft database launched in the spring of 1989 has an extensive user base in Universities and other Institutions throughout the UK Since 1995 the application has used the Microsoft Access database engine The latest Enterprise Core and Enterprise Web versions launched in 2012 use Microsoft SQL Server for back end data files with significant security and performance enhancements Our Enterprise Web version has Web based modules giving placement managers visiting tutors and students remote access level of access under the control of the Placement Manager FULL READ ONLY or NONE The preferred distribution medium is on a CD The Enterprise Versions of the application enable any authorised users to have concurrent access to the application A single shared data file is loaded on an SQL Server while PineSoft application files are installed on local PC s This configuration helps to minimise network traffic and improve performance Full details are included in the Enterprise Version README file and the on line help file Application requirements are a aPC with a minimum of 1GB RAM a Microsoft Windows 98 NT 2000 XP VISTA 7 8 or 10 a Microsoft Office 2007 2010 or later including Access Word Excel and Outlook a Microsoft SQL Server 2005 or later or MySQL for the Enterprise m a 1024 x 768 or higher screen resolution is
52. manual may be customised to suit your own particular requirements using the Setup submenu options see section 5 1989 2015 PineSoft 2009 2015 FinDonlT 25 Enterprise Version User Manual 7 2 4 Student Personal Details Tab This Tab contains student personal details 7 2 5 Student Preferences Tab This Tab contains details of the student job preferences 7 2 6 Student Further Information Tab Memo Field Use this Memo field region to maintain any required details about correspondence etc with the student 7 2 7 Student Reference Tab Memo Field Enter a student reference in this auto scrolling memo field Via the report options see section 8 you may print references with or without a photograph of the student Use headed paper when printing a reference which will incorporate the text To whom it may concern and the student s name before the text of the reference 7 2 8 Student Skills Tab Memo Field Maintain details of student General and IT specific skills 7 2 9 Student Special Circumstances Tab Memo Field Use to record any specific Special Circumstances 7 2 10 Student Correspondence Log Tab Memo Field When you send a group of letters or emails you have the option of recording the details in the Correspondence Log region to give you a historical record 7 2 11 Pop up Forms A major feature of the application is the ability to pop up additional information relating to the current student record via the Pine
53. much flexibility as possible and it is not likely that you will regularly use more than a few of the available options The Preview Report facility will enable you to 1989 2015 PineSoft 2009 2015 FinDonlT 37 Page 1 of 4 Mrs AR Arnold Administration Services Mrs Arnald 066 764566 EXT 333 066 764557 a arnold bre co uk www bre com Enterprise Version User Manual examine reports on screen before deciding whether or not to print them Over time further report options are added so check the applications Report Select list for the latest details At the launch of PineSoft Enterprise Version 1 in 2012 the number of report options had increased to over ninety Company Student Proforma List of Companies Company Codes List of Companies Key field 1 List of Companies Key fields 1 amp 2 List of Companies User definable custom6 field All details including current applications amp placement details Address other details 2 records per page Status Action Required Details Further Information Memo field Notice of company address company details for Placement Notice board Notice as above plus contact details Interview details with dates etc for display on Placement Notice board Tasks Consultancies Short Courses etc Class List Personal Tutor Class List Student ID Class List Custom field 1 Class List Custom fields 1 2 Class List Custom fields 1 4 Class List Key fields 1
54. not short cryptic ones Use the Examine Edit Student options to insert new student records or to update or correct details in existing records Records are kept in alphabetical order via the student code field and you should use informative codes such as DONALD LOUISE not short cryptic ones NOTE You can t use a code such as O CONNER due to the apostrophe The solution is to omit the apostrophe in the code and use OCONNER the actual student name can still be entered correctly as O Conner For the correct operation of Mail amp Report options it is essential that you complete the entries for the surname fname mailname title year placement number session and course fields You have to supply entries for these fields or it will not be possible to save the record so it is not possible to have invalid data Use the Examine Edit Letters option to create an unlimited number of letters Use the Examine Edit Memo option to create an unlimited number of memos The Jobs option is used to enter or amend details of Job Vacancies The Placements option is used to browse historical placement records and to Edit or Amend placement records The Applications Contacts and Tasks amp Hyperlinks options give direct access to the relevant database tables if required though you will normally access these tables via the Pop up forms in the Main Company or Students database forms The Pop up forms automatically display the relevant details for the selected
55. nt tables for monitoring tasks such as Consultancies Reports Placement Visits etc You may easily define hyperlinks to external files so you may for example link to Student CV s in word or pdf format 7 10 Health amp Safety The Health amp Safety option gives access to a summary of all the H amp S requirements for all placed students The PineSoft Filter by Form option make it easy to filter required records to check for any shortcomings 1989 2015 PineSoft 2009 2015 FinDonlT 34 Enterprise Version User Manual 8 Report Mail Output 8 1 Report List 8 1 1 Overview of Report Options Over 90 report options are provided to enable you to analyse and summarise the data contained in the databases of the application Output for each report may be previewed on screen then output to a printer or a file on disk The reports are date stamped page numbered and incorporate Institution and Departmental School Headers to give customised output Via the use of bullet proof dialog box choices you may choose particular subgroups of records using company codes student name course session year tutor etc The actual dialog box options will match each particular report group The illustration below focuses on selecting the Company Address Other Details report which lists records three per printed page Note an alternative and flexible method of selecting any number of records at random is provided by the Select Individual Records
56. o or modify any of the above records however report output will include headings for the University of Abertay Dundee School of Computing amp Advanced Technologies oome options have been disabled and the demonstration version is set to time out after a given period please contact PineSoft to obtain a Current Version if necessary 1989 2015 PineSoft 2009 2015 FinDonlT 2 Enterprise Version User Manual CONTENTS CO Aon RETE DO TT eee 2 Warranty and Limitation of Liability 2cseeeseeeseeseeeeeeeennen nnn 2 RRL TN E 2 Demonstran Verslo xtcreaarerdp tote mL c atone 2 ee uz 3 iN islireelirie meer 6 LA xpaseoruUse7LHelpJEI Suid ox uua eost exea aate sap M smit van eausncntaceee ean ELA ta uid 6 JE DAC dno E ED M t 6 2 VS VAN ALON Ee REM 7 21 Jnstallane Software on a Hard DISE ied br eMe niteat rese da Ro Metus 7 2 2 Deimmonstratton VeDSTODDS i opes eot etti ases stt EET Oso A Cid a usta a 7 2 3 Full Versions Enterprise Core and Enterprise Web cccccccsssssseeeeceeeceeeeeeeeeeeeeeeeenaas 7 24 Usine the Installation Bate h Pile iuc date eei ED RII Seni qbus p E ORAE bs 7 2 9 Optimising the Appl Cat On ves saves oret ret rbes esee You poe n use sa qas ed n baec sue Dub reg edd iaiia 7 2 0 PEM Woks 3e bp uu sexies miu tem cM PS MM ELM DIM MM MM DNE 7 3 Loading and RUNNING the Applicaton 50 aoo ce ooa Dee L
57. or 2013 for front end files and Microsoft SQL Server for the back end data file where all data is stored 2 2 Demonstration Version Check out our website at www pinesoft findonit com to see the current demonstration version options 2 3 Full Versions Enterprise Core and Enterprise Web All front end files are copied to the Users area in folder PinesoftEnterprise Use the Custom Setup Install Option to choose a different location if required The back end data file needs to be installed on an SQL Server NOTE Please see the Installation Guide supplied with the Enterprise Versions for full details 2 4 Using the Installation Batch File All PineSoft application files User Manuals etc are supplied on a CD Insert the CD to automatically launch the setup programme or display the files in the root directory of the CD using My Computer or Windows Explorer and double click on the setup exe file to launch the PineSoft installation program 2 5 Optimising the Application The speed of the application depends on the speed of operation of the Microsoft Access database the SQL Server and the Network access Users using modern processors with a minimum of 1GB of RAM should find that the PC is not a major issue 2 6 Printer Set up The application will print to the default printer as defined by your Windows set up You may change printer or printer options from within the PineSoft application and save printer defaults orientation margin
58. ose the PineSoft application 3 1 Password Protection The PineSoft front end Microsoft Access database file is not password protected as it contains no user data and can be easily replaced at any time User data is stored in a back end SQL Server Database and this will be fully protected using Windows Authentication or SQL Server Authentication under the control of the Database Administrator See Section 9 3 for details of how to assign or change a password 1989 2015 PineSoft 2009 2015 FinDonlT 8 Enterprise Version User Manual PineSoft Professional Training Database Enterprise Web Version Report Mail Output Placements Report List Applications Mail List 4 Overview of Toolbar and Navigation Options Before discussing the various options available from the PineSoft Main Menu in detail we will first look at the commands available in the customised toolbars which form a central part of the application 4 1 Interacting with the Access Quick Access Toolbar i V X S3 A dA 5 AB eg The application uses the Access Quick Access Toolbar as shown above The initial buttons displayed are shown above however end users may customise these by adding or removing buttons via the customise drop down Text describing each toolbar button is displayed when you place your mouse pointer over it Some buttons are displayed together in natural groupings and you will soon remember their functions which are summarised be
59. p up Form Use this pop up to enter new jobs and to maintain details of any existing jobs at the company E 7 1 14 Company Tasks Pop up Form Use this pop up to maintain details of any company tasks consultancies etc 7 1 15 Copying a Company Record Use the Copy button to copy a complete company record You will need to modify the company code in the copied record so as to make it unique otherwise it can t be saved Use Esc or the Undo buttons to abort a 7 1 16 Deleting a Company Record Use the Delete button to delete a complete company record It is normally best to keep most records for accurate historical records For safety you are always given the option of cancelling a record delete operation The PineSoft database structure will not allow you to delete a company record if there have been any student placements at the company as deleting such companies would lead to inaccurate placement reports 6 21 17 Exporting Data to a Word Mail Merge File It is not likely that many users will need this feature which will export the current data set to a file in Microsoft Word Mail Merge Format Text txt file format is used You may filter the records to form any subset of records See Section 4 3 2 before exporting the data set to give total flexibility Exported data may then be accessed directly from Word using the User Friendly options available see your Microsoft Word documentation for details amp 7 1 18 Exporting D
60. perlink Map of Loughborough httg www findanitenterprise con phpP T Contact Bob re placements eames RI Access 2007 I Hyperlink Company Information Ar tepi POSSIBLE PLACEMER Jserlookb ICOMPUT qe ical Response date 25 10 2010 Student Course Year Pl IRS App Time Off Ac PI Job Ref u rw ens mu re ji 1 DE r sw ieise cowezoi 2 2 T T 1622070 3 zDsis Steve couezoi 2 2 MP 16ri22o10 i 250220 3i Sel lligEw 34 Record H lof E OH ORE v each j ae END e 1989 2015 PineSoft 2009 2015 FinDonlT 24 Enterprise Version User Manual 7 2 Student Examine Edit Main Student Database 7 2 1 Main Student Information The first page of a student s record contains basic student details Each student record must be given a unique student code Use the format SURNAME FORENAME and the application will automatically insert entries in the surname fname mailname and title fields quite a time saver If you omit the under score character the automatic insertion will not take place Use unique codes such as SMITH JOHN 1 SMITH JOHNe etc if you have duplicate student names avoid the use of spaces apostrophes or special characters For the correct operation of mail and report options it is essential that you complete entries for surname fname mailname title year placement number session and course fields As these are req
61. rated in Section 7 1 21 to maintain details of student applications The pop up in the company record is the most convenient way of entering these details as you will normally be nominating a number of students at the same time for a specific company Note these details should be cleared at the start of each Placement Session see Section 6 1 With the cursor in the student code field press the keyboard F4 or click with your mouse to display the look up table select the required student and automatically insert the student s name course year and placement number no chance of error no typing Only students whose required flags are enabled in student records are displayed Click on the Job Ref drop down to select the required job only jobs where the number of vacancies is greater than zero are listed Enter application and interview dates if Known using the dd MM yyyy format as defined via International Regional settings in Windows invalid dates will not be accepted Alternatively use the Pop up calendar which automatically uses 4 digit years from 2000 The offer and accept Yes No toggles make it easy to see the offers made and those accepted The placed field is a read only flag from the student s record to inform you of the current status The info field may be used for job references or other details if required You may enter as many students as you like as the window automatically scrolls to accommodate any num
62. required for the application Use a 16 bit 64 000 minimum colour depth for smooth grey shaded displays of Main Database forms Photographs in the demo were taken using a digital camera and then reduced in size and saved as jpg s images are stored in a folder outside the database preventing any database bloat It is not difficult to achieve photographic quality images check the on line help a any printer supported by Windows Avery L16 laser labels 4 x 1 amp 1 3 for label printing 1 1 Ease of Use Help Files Users who are familiar with other windows applications should be quickly into their stride with the PineSoft software Full support for printers is taken care of by windows and a mouse offers the best way of navigating the application though keyboard support is also provided Help is provided by the usual Windows Help files Press the F1 key to display PineSoft Context Sensitive Help or click on the help button v in the Add Ins Tab 1 2 Backup Regular backup s should ALWAYS be maintained all stored in a single SQL Server Database file Backup s would be undertaken by the Database Administrator 1989 2015 PineSoft 2009 2015 FinDonlT 6 Enterprise Version User Manual 2 Installation 2 1 Installing Software on a Hard Disk To install the software on a hard disk you require 120MB of free disk space and a PC with a minimum of 1 GB RAM The application is designed to use your copy of Microsoft Access 2007 2010
63. rt Mail Output 14 35 Roll over 17 Setup Submenu 15 16 Status 22 27 30 31 38 39 Student Examine Edit 25 T Tasks 22 27 34 Technical Support 44 Toolbars 9 U User Definable Fields 20 25 Utilities 14 W Website 44 Y Year 2000 Compliance 6 Enterprise Version User Manual
64. rver Demo Utilities Prompts Course Titles New Session Opts Report Favourites Web Defaults ConnectionManager There are two main advantages in having user defined options a You are not constrained by default values and have the flexibility to customise the application to match your requirements a The values which you define form look up tables and to ensure the integrity of your data only values included in these tables may be entered into the main company or student databases The look up tables defined for geographical location type of employer reply codes etc are entered in the main databases via drop down lists which display all defined values 5 1 Editing Look up Tables The following Illustration of the Visiting Tutor Setup Form shows a typical Setup Edit form iB setup Visiting Tutor Names x Visiting T utar Dr C H Miller Dr D Forter Dri Smith Dir Hi Scott Dr 5 K Donald Mr A Hart Mr amp Holt Mr Fraser Mr 5 Milne Prof G Arnold Prof Doig Visiting Tutor Dr CH Miller Enter amend details in datasheet view to the right View or add entries to the Visiting Tutor look up 1989 2015 PineSoft 2009 2015 FinDonlT 15 Enterprise Version User Manual Note all Setup Forms are locked so you need to click on the a icon before editing any entries Click the preview button ey to get a hardcopy of the datasheet view of records 5 2 Editing Prompts User definable field
65. s highlighted a Miscellaneous Options pages 43 44 Full Version Enterprise Core Enterprise Web The full version is set up for use within a particular Department Placement Unit of an Institution Your university and department school name appear as headers in reports to give a professional and customised quality of output Users have full control over the number and titles of courses to be used You may also create your own Customised Letters Reports to give total flexibility You will have to enter your own company and student records so it is well worth using the demonstration version which has been set up with dummy records to get a quick idea of the operation of the software The first Microsoft Windows version was launched in 1995 and our Enterprise Core and Web Versions first deployed in 2012 The use of Microsoft SQL Server in our Enterprise Web version facilitates the use of Web Access modules giving Students Visiting Tutors and Companies remote access to relevant data with the option to update information The level of access Is under the full control of the Placement Manager Demonstration Version The demonstration version has the same structure as the full version and includes the following dummy database files a Company records a Student records for the B Sc in Applicable Mathematics and Post graduate Diploma in Information Technology courses a Job application placement letter and memo samples You may add t
66. s etc in PineSoft reports Use A4 paper in your laser printer headed paper being used for standard letters and student references You must use Avery L16 laser labels ref L7162 4 x 1 amp 1 3 for label printing 2 columns of 8 labels per A4 sheet no space between labels 72 top amp bottom margins Note The majority of PineSoft reports and letters are designed for A4 paper with Portrait orientation while envelope settings are for DL envelopes with Landscape orientation While it is easy to use the Windows Printer Setup Options see Section 4 3 3 to change the printer used for output the paper and orientation settings for the selected printer may replace the PineSoft defaults This is particularly important in the case of envelope printing where you should ensure that you define Landscape orientation and DL paper for correct output It is recommended that you Preview reports on screen to ensure valid output before printing 3 Loading and Running the Application If you are familiar with any Windows software package you should have no difficulty in using the PineSoft application immediately To load the application click on the PineSoft Windows option shown below 1989 2015 PineSoft 2009 2015 FinDonlT Enterprise Version User Manual PineSoft Demo on the Start Menu or a Desktop shortcut if present Select the required database in the SQL Server Logon Dialog box shown below and use Trusted Connection or enter a v
67. ssssssssseerrsssssssscerrssssssssserersssssssees 27 T2 NO Status ANG ACAIN E osha as ait tee tette itum dpt Me DL ME LEN ID MES IM DLLM SIUE 24 7 2 20 Illustration of a Typical Student Record eeeeeeeeeemm 28 7 2 2 Illustration of a Typical Student Record with Pop upss eeeeeeeeses 20 1 2 WOOS Ex amie it 5 etna nies idis desta uma DU N to decetu un D Laud 30 T Placements Ex amie EI estre doped prese iot int aud gg es uiro dope bir erac reti ae hes adu do pau desta de 3l Po Lener Examine sir E 32 10 Memos Ex amme Edit srne inienn e E OE bo qued Eau pedi 32 7 6 1 Illustration of a Typical Letter and Memo record ccccccccccsssssseeeeceeeeeeaeeesseeeeeees 33 Tel gApplicattons Examine T dte doses ttd dint aee d haesit diua E 34 17 9 C ODtaets ExXoarmimel EOD caused amt sov ox io A T isum M UN ddr utem Edd Dus EE 34 T O asks amp Hyperlinks E xamtie Edito eode toe epe ad eot es t utut Du palbe Gaet un sd 34 TAQ Hedi OC SALCLY P 34 8 Repo Mali OUND rH HH 35 Bil JRE POPU LIS resenseer a Eea e 35 SLL Overview OF Report OPUONS 223 Gri E tiu buda aces ie EMUD SU S ME LUDMIIDE 35 8 1 2 Example showing how to select preview amp print a report sseseseeeeesssses 35 Sk List or Pine SOM Report ODUOBSuiesdutote d Ri E ese wean tenes 37 S2 MaL a a teatdacsenslis ea oisaen ait todwesau died Saute ian sud luNdweanaea caus 40 9 2 1
68. t Code DALY LOUISE Student ID Ref 20094231 Web Access FuLL Surname fname DayLouse o Study Mode FULLTIME amp l Placement Required v Mail Hame Louise Daty Tutor Dr 5 K Donald m Student Placed v Mail title Dear ise oS Nationality RTSH e Health amp Safety Briefed v Year Tz Letter STUDENTI 2DECIO a Health amp Safety Pack IV Placement No gt Userlookt TESTSTUD O O Studflag1 Session 2011 Userlook2 rESTsSTUD2 O O Studflag2 l Course COMP2011 Userlook3 ANY LOCATON G Studflag3 Enrolment Year 2009 fa Userlook4 FRENCH o lt Studflag4 Graduation Year m Userlook5 PASSPORT m Studflag5 x x Location Preferences Job Sector Preferences Consider unpaid First choice ENGLAND First choice Computing and Information Technolgy Second choice TAY SIDE m Second choice Local Government Third choice FIFE Third choice m Job Preferences Job Shortlist Preferences Job Type Preferences JobFlagi First choice GEC 11 1 First choice Programmer JobFlag2 Second choice ADC 11 2 mi Second choice Database Developer m JobFlags E Third choice Third choice Information Technology Support JobFlag4 Fourthchoice e Fourth choice nal JobFlag5 Fifth choice Fifth choice JobFlag Sixth choice Sixth choice
69. t Company Records from Multi select List ANGUSDISTRICTCOUNC Angus District Council AT amp TDUNDEE AT amp T Manufacturing Ltd BETTBROTHERS Bett Brothers Plc BONARLONG Bonar Long Ltd BRITISHGEOL British Geological Survey BUILDFIRERESEARCH Building Research Establishment Print BUILDRESWATFORD Building Research Establishment CAPEINDPRODUCTS Cape Industrial Products CENTRALREGCOUNCIL Central Regional Council T CJLANG C J Lang amp Sons Ltd Cancel CONOCOABERDEEN Conoco UK Ltd DHSSNORTHFYLDE DHSS DHSSSTATSLONDON DHSS DON amp LOW Don amp Low DUNCOFJORDANSON Duncan of Jordanson DUNCOFJORDANSONNEW Duncan of Jordanson FERRANTIDUND Ferranti Ltd FIFEREGIONALCOUNCIL Fife Regional Council FORESTRY ROSLIN Forestry Commission FRESHWATERBIOL Freshwater Biological Assoc FSASSURANCEGLASGOW FS Assurance Ltd GECELECWARLEY GEC Electromotors Ltd GLENINSURANCEGLASGOVW Glen Miller GRANTTHORNTON Grant Thornton GREATGHEALTH Greater Glasgow Health Board HIGHGROVE Highgrove Ltd HIGHREGINALCOUNCIL Highland Regional Council HOMEOFFICE Home Office Um ACCC Ao Umaran MFF ma When the Available list is active pressing a letter will take you directly to the first code starting with that letter only the first letter may be used in this dialog box Alternatively use your mouse or cursors to navigate the list Select codes by double clicking the code or clicking on the top arrow between the two list boxes With the keyboard press TAB to cycle between the lists an
70. t there who the visiting tutor should contact reminders etc This Job Details text is only printed in the One Per Page Full Placement Reports designed to give comprehensive details to Visiting Tutors 1989 2015 PineSoft 2009 2015 FinDonlT 26 Enterprise Version User Manual j Note click on the Tasks Button a if you want to maintain a record of visits etc Any displayed details may be updated at any time al 7 2 14 Student Tasks Pop up Form Use this pop up to maintain details of any student tasks reports projects etc 7 2 15 Copying a Student Record Use the Copy button to copy a complete student record You will need to modify the student code in the copied record so as to make it unique otherwise it can t be saved Use Esc or the Undo buttons to abort a 7 2 16 Deleting a Student Record Use the Delete button to delete a complete student record For safety you are always given the option of cancelling a record delete operation The PineSoft database structure will not allow you to delete a student record if there have been any student placements at the company as deleting such records would lead to inaccurate placement reports E 7 2 17 Exporting Data to a Word Mail Merge File It is not likely that many users will need this feature which will export the current data set to a file in Microsoft Word Mail Merge Format Text txt file format is used You may filter the records to form any subset of records See Se
71. to ARCHIVED If he she rejoins the course reset to ACTIVE this ensures that the student s data is retained You will need to clear the details relating to Current Applications from ALL company records Use the Setup Delete Interviews option Setup Delete Applications Option amp Setup Delete Jobs Option to delete the interview current application and job details from all records this clears all fields with a single key press so that you are ready to start with the new session placement details To contain the size of the student database you may if required delete the details of students who have graduated from the student database use the Archive Delete Options to easily delete blocks of students and their associated applications placements and tasks Take a backup first Note The Referential Integrity rules built into the application to ensure consistent data will not allow you to delete an individual student with related placement records To delete such students you would first need to delete their Placement records first If you decide to do this it would be best to delete complete cohorts to avoid inconsistent Placement Heports use the Archive Delete options to automate this Use the Student Examine Edit option to enter details of any new student cohorts making use of the copy button to duplicate common fields such as course year placement and Session oet the placement required Yes No toggle field to Yes
72. ttached database The Exit button e takes you back to the Previous Menu 1989 2015 PineSoft 2009 2015 FinDonlT 18 Enterprise Version User Manual 6 List of Start of New Session Tasks At the start of a new session you need to carry out the following essential tasks before starting to enter student or placement details for the new session 1 2 7 8 make a historical backup of your SQL Server data file PinedatSQL Keep this in a safe place in case you need to restore the information at some future date For students who have graduated change the ACTIVE display to ARCHIVED this will ensure that their Session and Year values remain unchanged when ACTIVE student records are rolled forward using the Increase option You may use the Setup Archive Delete options to automate this task Use the Setup Increase option to automatically increase the session by 1 and year by 1 for all ACTIVE existing students This updates the entries in the Main Student Database with a single key press Use the Setup Decrease option to reverse the effect of Setup Increase if used by mistake The placement number field is updated automatically as a student is placed You can always check and change if necessary the placement number for each student Using Student Examine Edit Option If a student fails amp has to have a year out you may wish to move the record temporarily out of the way Do this by changing the ACTIVE display
73. udent Jobs etc are displayed a blank Enter New Record form is displayed You have typically three options e Click on the Find drop down to select a specific record see 4 3 1 e Click on the PineSoft Filter by Form button to select a group of records see 4 3 2 e Click on the Enable Edit Mode button and then enter a new record see 4 3 3 1989 2015 PineSoft 2009 2015 FinDonlT 11 Enterprise Version User Manual 4 3 1 Find Drop down Lists The Find drop down lists used to locate specific records as illustrated below Find may be used with mouse or keyboard With a mouse click on the arrow on the right of the list box to display the drop down list Double click an entry to select it With the keyboard press F4 to open the drop down list then 4 PgDn etc to highlight your choice then press Enter to select it Using incremental type in Press the first letter of your choice If more than one item in the list starts with that letter you are taken to the first one Press the second letter of your choice to narrow the selection followed by subsequent letters if necessary This feature is particularly useful with very large pick lists Once your chosen item is highlighted press Enter to select it To back out of incremental type in one step at a time successively press BackSpace to delete characters Note when selecting records at random using the Select Lists used in Report Mail output incremental type in is
74. uired fields you have to provide entries before you can save the record These details should be entered carefully as this information is frequently used in other parts of the database and entered later via look up tables For the Academic Year October 2013 2014 enter the session field as 2014 The fields for mail name title home amp term address are used in the Mail option see section 7 4 for standard letters and address labels You may use the copy button ix to copy term address to home address fields if they are the same The course tutor nationality and letter fields all have associated look up tables which may be displayed by pressing the F4 key The User definable options1 5 with initial prompts userlook1 userlook5 fields also have associated look up tables and give extra flexibility when selecting subgroups of records For example use options1 to define subject or course options such as MATH PHYS MATH COMP etc Enter dates using the Pop up calendar or format dd MM yyyy as defined via International Regional settings in Windows only valid dates will be accepted The reference number field may be omitted if required it will not affect the operation of the application The placement required flag should be set for all students currently looking for a placement only such students will show up in Application look up s and Student Placement Look up s Once a student is placed using the Add New
75. using the Export buttons described in Section 4 2 importing data is not so straightforward as field names must match those used by PineSoft and care needs to be taken not to conflict with the Referential Integrity rules built into the application To import data you will need to ensure that you use the correct PineSoft field names in the first row Please view the latest Videos and pdf tutorials in the Learning Centre of our website at www pinesoft findonit com learning php for full details 9 3 Connection Manager Changing the SQL Server Data File You may use the Setup Menu Connection Manager to view or edit the SQL Server logon details Defined entries appear in the Logon screen when launching the application The Logon form checks and connects the application Microsoft Access front end file to the SQL Server data file PinedatSQL G SQL Server Connection Manager x ls Check Define SQL Database file Attachment Details for use in Logon NOTE You may only attach to Enterprise Version 1 SQL data files default name pinedatSQL Currently connected to eUKhost 5 DEMO New Pinesoft SQL Server Connection Details Description Server Name Database Name eUKhost SS DEMO Mew Pinesoft 109 203 106 886 inesof PinedatsQl DEMO PinedatsQL DEMO T 109 203 106 86 Peter PinedatSQL LARGE T PinedatSQL_SKD FinedatSQL_XANDER 109 203 96 5 51433 findont PinedatS L_DEMO 109 203 95 5 51433 PinedatSQL_LARGE MESH PC PinedatSQL_ DEMO
76. ussed in the previous section To enable you to locate specific output options more easily they have been grouped into the four classes Letter Label Envelope and Memo Details of each group of reports is given in Section 8 2 7 however new reports are added from time to time see the application for latest options 8 2 2 Output Letters The PineSoft application gives you great flexibility and ease of use when Mail Merging letters You may select to output any letter created via the Examine Edit Letters option described in Section 7 4 Each letter may be merged to the Main Company Contact The Company Supervisor Student at Home Term address or c o the main company contact or supervisor Name status and address of recipients are automatically merged into each letter with the use of the format Dear Title field giving you control over format i e Dear Bob or Dear Dr Smith as required The line squeeze facility ensures that no gaps are left if the status field or any address fields happen to be blank In addition you may send a Thankyou format letter to the main company contact or supervisor with the student s name automatically inserted at the top of the letter After printing or previewing a letter you are given the option to update the letter code field and Further Details Memo Region field in the appropriate company or student database record to give a complete log of all letters sent The layout of a typical letter is shown in th
77. y set reminders and create scheduled meetings etc You may use this feature which is part of Office 2007 2010 2013 you don t necessarily need to be using Outlook as your Email Client Group email The Group Email button opens the default Email Client and includes company emails from the e Display pop up Jobs Form available when browsing Company records Use to a currently filtered group of companies use the PineSoft Filter by Form button to easily filter records You have the option to automatically record details in the Correspondence Log field Distribution Group email The Distribution Group Email button opens the default Email Client and includes Email addresses from the Contacts Pop up da distribution flag ON list again the currently filtered group of companies is used as the record set use the PineSoft Filter by Form button to easily filter records You have the option to automatically record details in the Correspondence Log NOTE The Export buttons included in Form Headers are designed to give users as much flexibility as possible however it is unlikely that they will be required in day to day use If you want to export data to create Customised Letters or Reports it is best to use the powerful Export Options included in the Main Menu Export List see Section 8 2 8 of the User Manual for further details 4 3 Navigation Displaying Records New Records When Main Menu Examine Edit Forms for Company St
78. ype Information Technology Support JobFlag1 JobFlag2 JabFlag3 JobFlag4 JobFlag5 JobFlag amp Iw I T Department Work in network environment 12 month placement opportunity in I T Department Work in network environment possible database and or internet development They use ORACLE and MS ACCESS databases DET d a xa Notes memo 1989 2015 PineSoft 2009 2015 FinDonlT 30 Enterprise Version User Manual 7 4 Placements Examine Edit The Main Menu Placements option gives direct access to all records in the placements database and is best used to browse through existing placements To prevent users inadvertently changing correctly entered link data all link fields are locked New placement details are entered via the Add Placement Pop up in Company forms e Use the Student Code drop down list to select the required student the student s name course session year and placement number are entered automatically by looking up the information in the relevant student record only students whose required flag is enabled are displayed it is clearly of crucial importance that student details in the Main student database are correct use the Main Menu Student Examine Edit option to check or correct the information if required e Use the Job Reference drop down list to select the required job the job amp company details are entered automatically by looking up the information in the relevant company record The

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