SanMan User Manual
Contents
1. mie ET ele le SRS Community Eigez Collage spring kabale Central Division PATSF Conmurty BubereGrviy Sch Kebs Cerna Divison erse comw Conmurty Cena Gravy sehe Kebs Cerna Divison erse __ cOPW Conmurty igor Gravy sohe Kaba Cerna Divison GSP cOPW MuriciplCounet_ Centalnied __ Kabale___ CentalDiviion PEW WOWS MuricipalCounet Bucbere ped Kebe Cerna Diison PiPEw OWS MuricpelCounci Kigorginiped __ Kabele___ CentalDiviion __ PIPEW WOW P Es WSS Name WSS Zone WSS Cat water Supply D amp COPS You can use the Up and Down arrow keys to move one row at a time Use the Page Up and Page Down keys to move a screen full at a time or use the vertical scroll bar at the right edge of the window When you see the record you wish to edit left click the mouse on the row containing that record then click the form view button to edit the record With many records locating the one you want will not be practical by the methods described above Fortunately SanMan has made provision for this and you can use a WildSeek to ql quickly locate a particular record or set a filter to limit the records displayed to a a more manageable number When you have finished editing the WSS record save your changes by clicking the lt Save gt button to commit the changes to the table or if you change your mind click the lt Undo gt button to restore the fo2. RAV The reports used by SanMan Getting Help If you need help with SanMan the preferred way is to contact us by email datapro dial pipex com If you cannot email us you may also contact us as follows Data Processing Tel Fax 44 1685 874051 Starting SanMan Click the Start button on the task bar click the Programs item Click the Sanman sub group then click the SanMan item The application will start and you will be presented with the opening splash screen Click the lt OK gt button or press the lt Enter gt key to proceed Please Locate the File Wss dbf EJ In the event the Please Locate the File dialogue window appears it z means that SanMan cannot locate some key files Look in E SanD ata e y i Risk Click on the list box and navigate to the location of the SanData folder a Rrdict sub folder of SanMan and select the file requested WSS DBF Then F z Rrarunin WES click the lt Open gt button i Category Sa Stype Filter E Syskey It may be necessary to repeat this procedure with a report file Repeat the Inspect E Town above and navigate to the SanMan Sandata RRW folder Again select the file requested Ranked Sanitary Risk RRW File name Wiss SanMan now knows the location of the data and report files and stores this f information for future use You will not have to repeat this procedure the Files of type App Files Cancel next time you start SanMan This di
3. lt R gt hotkey combination FA Sandan Sanitary Risk Manager File Edit View Enmiss Utilities Window Help Pick from list CTAL A Rizk Ranking Report Open Report ki Look in E Arw i ce 4 EXPORT RISK DATA TO SPREADSHEET RANKED SANITARY RISK 2 EXPORT WATER QUALITY 42 SANITARY INSPECTION REPL 42 GRID REFERENCE REPORT E SANITARY RISK GRAPH 2 INSPECTION SUMMARY 2 SUPPLY SCHEME DETAILS S MICROBIOLOGICAL RESULTS 2 SURVEY REPORT BY AREA 42 QUESTIONNAIRE 42 SURVEY REPORT BY CATEGL ca Files of type Report Files SAR APS APT Cancel As more and more inspection data is entered into the database you will probably wish to confine reports to certain criteria for example The first window to appear is the Open Report window This window displays all the reports currently available listed in alphabetical order Use the horizontal scroll bar to display all the reports To run a report first highlight the report by clicking it with the mouse and then clicking the lt Open gt button Alternatively double click the report The next window to appear is usually the Insert Selection Rule dialogue SanMan uses R amp R Report Writer software for all its reports R amp R comes with its own query powerful builder similar to the filter builder Insert Selection Rule EJ Select a field And Or Field Comparison Compared To nse oate greater than E egual to not
4. summarisation of fault information by both district province and on a national level allowing you to compare performance in different districts provinces System Requirements SanMan can be run on a standalone PC or on a network If the network has a server it is recommended that the data and reports reside on the server and that each station has SanMan program installed on its local hard disk The minimum system requirements are as follows We recommend a Pentium based system or higher 8 megabyte Mb free hard drive space for installation Windows 95 Windows 98 or Windows NT 4 A mouse or another Windows compatible pointing device VGA graphics or better minimum 800 X 600 resolution A Laser or InkJet Printer Memory Requirements e 16 Mb RAM Windows 9x or 32 Mb Windows NT4 Installation SanMan comes with its own install and uninstall utilities Installing Sanman 1 Insert the disk labelled Disk 1 into the floppy disk drive 2 Click the lt Start gt button on the task bar then select the Run option 3 In the Open control type A Setup exe then click the lt OK gt button 4 Follow the installation instructions that appear on the screen By default SanMan will create an installation folder called SanMan on the C drive of your PC with the following subfolders C fenkian SanMan application files Sannocs This help file SanDuta All the data tables and index files This is the folder you should back up
5. which in turn is linked to the Pop_Band field in the WSS data table This field is intended to allow one to give an insight into how big or small a water supply scheme is Obviously sanitary defects in large schemes have greater health risk implications than schemes serving a handful of people Water Supply Types This table is used to populate the list box control on the Water Supply Details window labelled WSS Type which in turn is linked to the WSS_Type field in the WSS data table You can use this field to as a sub category For example if the main category is Piped Water Supply then the sub category could be Govt Owned PWS or NGO PWS Private PWS etc This may prove useful if you want to compare say government schemes with commercially operated schemes New List Item Open the Auxiliary Data Tables dialogue window by using the file menu lt Ctrl gt lt L gt hot key combination or if the Water Supply Details window is already open by clicking the auxiliary list button on the toolbar Select the Tab for the table that you wish to add a new record to Click the New button In the dialogue box that appears type in the new entry If adding a new record to the water supply type or pop band tables you will need to supply a unique code in addition to the description required Sanman verifies that the new entry is unique before actually adding the entry to the data table It displays an error message if the entry is alrea
6. Bloggs assign the user a name to logon with e g JBloggs or BatMan leave logged on unchecked and give the user a Logon Name Sparel Bo password Finally assign an access privilege 1 10 where 10 is the highest system administrator and 1 is the lowest To help you decide what number to assign see the section on Access Privileges Password User Privilege fo p OK x Cancel Access privileges The following table shows the existing user restrictions Table User Restrictions Privilege FileOpen 10 10 Delete WSS 10 Delete Pick Item Edit Key Field 8B Edit PickItem 8 Define user Fields 8 amp 8 Z Re index Tables 8 Z Re Indexing Data Tables Sanklan Sanitary Risk H Hob Ce l l m lite ei ala tl Seat It is a good idea to recreate the index files from time to time minimum weekly If you cannot File Edit View Report BETTER Window Help System Administration Change Password Reindex Tables locate a record that you are sure has been entered then this should be your first port of call Immediately on Starting SanMan one of the first things to happen 1s that it looks to see if all the index files are present If any are missing SanMan automatically recreates the missing index files To manually re index the data files select the Reindex Tables item in the Utilities menu SanMan deletes the old indexes and then recreates them The index files can only be created
7. a fff _ aaa Adding Editing Water Quality Records To add or edit or delete a water quality record first open the Sanitary Risk Inspection Form see Sanitary Risk Inspection Records Click the W Q button this will open the WQ Results for Inspection No window to appear This window is a tabbed dialogue window Initially when FA WO Results for Sanitary Inspection No 002498 est Mo 003581 Spring outlet Hn Record the window is first opened the Test Results tab is the current tab This displays all of the WQ records in a tabular fashion Other tabs include Details Micro biology Chemistry and User Fields To select any of these tabs click the mouse on the tab heading To add water quality data first press the button labelled New to add a blank record SanMan will automatically assign a new sequential WQ test number to this record First of all you need to put in information about the test After clicking the Add button SanMan will switch to the details tab and a new window will appear with two controls Sample point and WQ notes In the sample point control type in where the sample was taken from This may be the spring outlet on a protected spring hand pump from a borehole or well or the name of the owner of the tap stand if piped water is sampled There may be other sampling points such as in the well or reservoir etc The main purpose of the information entered
8. calendar double click the control with the left mouse button or right click the control to pop up a menu The pop up menu presents you with a series of choices including the calendar Selecting the Calendar Menu item pops up the calendar dialogue window Calendar start Date 01 06 1999 Today First of Month End Date 08 061 994 T Last of Month First of Week If the date control is initially empty then the June 1999 calendar will default to the system date the date stored internally in the PC If it is not EEN empty the calendar will be set at that date To dach change month either click the small arrows at 1E April the top left or right to increment and fe Map oo o 2I decrement the month or left click the months a June text June to drop down a pick list to choose July the month August September Calendar EJ October June fisss 4 November Sun Mon Tue Wed Thu 2 3 4 5 f a g 10 11 12 14 15 16 1 18 19 2 oe 23 a4 25 ae 20 29 30 January OK Last of Week Calendar Cut Copy Paste Select All December To change the year left click the number 1999 and the use the controls to increment or decrement the year Finally double click the day of the month you want this will paste that date into the underlying date control and close the calendar alternatively close the calendar without selecting a date You can of course dispense with the calendar altogether and simply type in t
9. egual to i greater than data falling within a specific time period Using the Insert Selection Rule dialogue allows you to be very selective in what data you wish to report on see Creating Report Queries You do not have to use a query if you want a report on all the available data simply click the lt OK gt button Report Destination P T a a A x The next window to appear is the Report Destination dialogue This has 3 radio buttons one for screen printer and export The export option is intended when you want to export the report output to say a spreadsheet You would normally only use this option f Screen C Printer C Export for the reports with the word Export in their title For destinations other than Export you will finally be presented with a Select Printer OF Lancel dialogue where you can select from any printer attached to your system To accept the default printer simply press the lt OK gt button For reports sent to Export Select the spreadsheet option and give a file name and destination on your hard disk where the file should be created The default extension to the file name is WKS which is a Lotus spreadsheet If you supply the name a full stop followed by the extension XLS this will create a spreadsheet that can be opened directly in Excel The Report Window When you send a report to the screen the report will more than likely consist of several pages of output Use the but
10. filter or query expression that you can apply to the data table When you apply a filter only the records that match the filter will be visible and the remainder will be hidden To apply a filter to the WSS table click the filter button in the toolbar or select the Filter Data item from the View menu Apply Filter To EJ Select Data Table This displays the Apply Filter To dialogue window Click one of the two radio buttons to select which table the filter should be applied to For this exercise let us assume we wish to view all data for protected springs in Central Division in Kampala Click the Water Supply Schemes radio button This brings up the Filter Builder dialogue window Filter Builder EJ yw OK x Lancel C Sanitary Risk Inspection Water Supply Scheme Category l Conversion Hone WSS OWNER fe Character WSS BLAME w55 ZONE pafa Humen ra fel sf oJ of a AREA E Logical This window allows us to construct the filter WS CAT C Date Tile False Contains expression an expression can be simple or complex From the list of variables which click the lt gt button to the right and insert the text Kampala with the speech marks in TOWN Kampala AND AREA Central Division the box then click on confirm Then click the button marker lt B gt and select Area click the lt gt button and type in Central Division in the speech marks T
11. menu from the other menu items Category uestonnaire LTAL 0 Lists Maintenance LTAL L In the illustration left the user has selected the Open Water Supply Details Table option User Detinable WO Parameters CTAL which will open this window inside the shell window We could have also opened this window Print Setup by pressing lt Ctrl gt lt S gt key combination without using the menu Send pe l The hot key combinations are listed against the corresponding menu items ALT F4 Exit an E Teh sell skeet The menus are dynamic this means that the contents of the menu change depending on what File View Fieports Utilities window Help window the user has currently open Cut CTRL Copy CTAL C Paste LTAL The illustration left shows another menu which has two additional menu items which were not available in the previous menu Edit and View Insert Record Delete Record Some menu items will not be available or inactive When an item is unavailable the item 1s usually dimmed or greyed as opposed to an active item which is normally black Again the activity of menu items and toolbar buttons and command buttons is governed by what the user is doing For example when adding a new water supply scheme record many items are inactive until the new record is saved After saving the items then become active again Go To Top CTRAL Home Previous Next Go To Bottom CTAL End Windows
12. text 9 text WSS Category PRTSP Protected spririg Sanitary Risk Questionnaire for this Category Lan animals have access within 10m of spring ls there a latrine uphill andor lt 30rm of spring Does surface water collect uphill of the spring lz the diversion ditch absent or non functional Q10 text Any other pollution sources uphill of spring 011 text FO 012 text FO Hl Total Score fico Fisk fo fo fo fo fo fo fo fo fo fo Previous The questionnaire takes the form of a series of up to 12 questions that are answered with a Yes or No The questions should be phrased so that an affirmative response indicates that there is some sanitary risk attached For example Q1 in the illustration could have been written as Is the source protected A reply of Yes to this question would not constitute a sanitary risk Hence the question must instead be phrased as Is the source unprotected To each question assign a percentage risk score You are free to assign whatever risk score you wish So for example you can give all questions equal weight as in the illustration or weight those questions that you perceive as having a greater sanitary risk If the total score is less than or greater than 100 the colour of the Total score control will either be blue or red to warn you You are of course free to use whatever value you wish You are not obliged to use all twelve questions sim
13. that are not part of the WHO critical parameters or possibly frequently monitored The user defines what data they want to record and the units for the data Select the User Definable WQ Parameters item in the File menu or press the lt Ctrl gt lt W gt hotkey combination This opens the User Definable Parameters window In the illustration below 4 of the 6 available fields have already been defined Position the mouse pointer on the User Parameter cell of the row containing the first available field in this example row 5 column 2 Double click the left mouse button to begin edit mode type in the text for your parameter then click any other cell to leave edit mode Repeat this process to type any help or prompt e g the units of measurement into the adjacent cell in this example row 5 column 3 Please note Once a user field has been defined SanMan will assume that all results entered into that field in the WQ record is for the parameter defined If you later decide to change the field to a different parameter this will mean that the existing data is also regarded as data for this new parameter Therefore please take care when defining and re defining variables and be aware that changes in the variable may mean having to delete data already entered FA User Delinable Parameters double click cell to edit User Teoh USER_FLD1 Nitrate M Nitrate mg l Fluoride F Fluoride mgl Chloride Cl Chloride mgl ameris N
14. the cycle Of course if you have a Zip drive or a Tape unit then you can backup directly to these devices
15. Control Bar Town IK abale WIS Zone Category Protected spring WSs Type Community owned protected sour Pop Band _ Consumption 00 Piped Disinfection I Command Button List Box Geographic Location Supply Description Map Sheet Grid Id Gridret Protected spring in Butobere Parish Latitude Deg U Min d Sec U Longitude 0 0 T RI Check a aa Risk Inspection Details A 1 zq scroll ESS a E Cro Bar KBCOOT 002498 Od TSS Charles Biner 4 Addhew Ril Delete F Multi Line Edit Control Resize Window Control Risk Inspection Details Water Supply Scheme Details Browse Control Master Form Toolbar Buttons FA Water Supply Details Miel x EE Ee Bee e l slae mlu pal Ble File Close Closes the current window Cut Click left mouse button and hold down whilst dragging to select text Then click this button to cut text to clipboard Copy Click left mouse button and hold down whilst dragging to select text Then click this button to copy text to clipboard Paste Click left mouse button and hold down whilst dragging to select text Then click this button to copy text to clipboard Go Top Move to the first record in the data table Go Next Move to the next record in the data table Go Previous Move back to the previous record in the data table e ei m uE Go Bottom Move to the last record in the data table Form View Change from browse view and display the currently highli
16. EA Locating Records As the data tables grow in size it will become increasingly difficult to quickly locate a particular record by skipping through the records or even using the browse view for that matter SanMan comes with the facility to search for any character string embedded in any of the fields in the data tables or to limit the records displayed by imposing a filter or query criteria to the data Locating records with WildSeek The simplest and quickest is the Wildseek You will normally use this facility to locate a water supply record WSS that you wish to enter sanitary risk inspection data to Click the wildseek button see illustration left or select the Wildseek item in the View menu This pops up the WildCard Seek dialogue window There are 3 types of Word WildSeek wildseek available Word Word WildSeek Wordi OR Word Word amp Word _ wildSeeck Word AND Word _ 1 Find records containing a single word or fragment of a word Word 2 Find records containing any word or word fragment from a list of two or more words Word Word2 Word3 3 Find records containing all words or word fragment in a list of two or more words Word amp Word2 amp Word3 Look for in all Records Kabale OF Cancel In the example any records containing Kabale will be located and displayed in a list window Scroll through the list to highlight the record of your choice then press the l
17. SanMan User Manual 5 Data Processing 1997 1999 Centre for Public and Environmental Health SanMan Manual Table of Contents Introduction Installation Starting SanMan SanMan Window and Controls Setting up the Auxiliary Lists Creating Sanitary Risk Category Questionnaires Water Supply Scheme Records Sanitary Risk Inspection Records Adding Editing Water Quality Records Locating Records Reporting System Administration Annexe 1 Creating Report Queries Introduction Sanman is a powerful sanitary inspection management system tailor designed for the needs of health surveillance personnel and or personnel concerned with the sanitary performance of water supply schemes Intended Purpose amp Benefits SanMan is much more than a computerised database It includes features which aid in the interpretation of the sanitary inspection data and also includes a wide range of reports allows rapid identification of design construction operation and maintenance faults identifies appropriate remedial and preventative actions at all levels including individual supplies and for national planners allows recurrent problems on a sub national and national level to be identified and facilitates management decision making allows a rapid appraisal of investment priorities at local regional and national levels provides an ongoing record of water quality management of individual supplies and for aggregated national and sub national data
18. alogue will appear if you move the data Open as read only and report files to a new location for example to a hard disk on a server Re indexing Records The very first time you start Sanman it will automatically create the data index files it requires After a few seconds the Index Creation dialogue window will appear informing you that the indexing process is complete Click the lt OK gt button to close this dialogue Logging On The next window to appear is the Login Dialogue The very first time you login Type Administrator in the Name control Marne Lewis Type openthedoor in the Password control Password fas x Cancel Before proceeding any further you should change the password to something different otherwise any user reading this manual can get full access privileges If you make a mistake you are allowed three attempts before the system shuts down Only the system administrator should have full access privileges see System Administration Using the Menus Once you are logged on you will be presented with the main shell window which contains a menu beneath the window caption sanMan Sanitary Risk Manager HAGAS Select the File Menu option and the adjacent pop down menu will appear z MES Utilities Reporte Help Oper LTAL 0 Open Water Supply Details Table CTAL 5 Select a menu item of your choice or press the lt Esc gt key to close the menu Alternatively select another drop down
19. and their Controls For users new to Windows based data management systems it is worthwhile familiarising oneself with the types of controls available a control is a device on the window for accepting data input or activating some process A typical data window is illustrated in the SanMan main window Controls can be classified into 2 groups Data Edit Controls Single Line Edit Simple text and numeric input Multi Line Edit Variable length memo fields List amp Combination Boxes Normally used for restricting data input to values present in a list Check Boxes Normally reserved for True False Data Processing Radio Buttons Reserved for mutually exclusive data e g marital status either single married divorced or widowed Browse Controls Used to display data in tabular fashion Push Button Controls Tool Bar Buttons Associated with menu items and serve as a shortcut to the menu see Toolbar Buttons Command Buttons Usually associated with manipulation of the data see Command Buttons SanMan Main Window FA SanMan Sanitary Risk Manager Robens Centre for Public and Environmental Health System File Edit View Reports Utilities Window Help Controls PAW ater Supply Details Shell e Command tee a alee Sen Menu Supply Detaily WS SMG KBCODT Owned by Community Tool Wis Name Kigezi College spring Supply Area Central Division Single Line Edit
20. bbed Dialogue hiis dd bal _I ESAS This particular window has four tabs Area Town Pop Band and Type The current Tab is Pop Band and we can see that eight records have already been added to this table Clicking the lt New gt button would add a new record to the Pop Band table population band not pop groups 1 999 1 000 2 499 To add a new record or to edit a record in the Town table we first select that table azul by clicking with the mouse on the Tab labelled Town Water Supply Areas Districts This table is used to populate the list box control on the Water Supply Details window labelled Supply Area which in turn is linked to the Area field in the WSS data table Add entries to this table to geographically group water supply schemes into areas districts or provinces etc This field is used in some of the reports to group results together by area 10000 12499 12 500 1 4 999 16 000 and above E Towns Delete This table is used to populate the list box control on the Water Supply Details window labelled Town which in turn is linked to the Town field in the WSS data table Add entries to this table to cover all the Towns Villages where water supply schemes are located This field is used in some of the reports to group results together by town rok Ah Population Bands This table is used to populate the list box control on the Water Supply Details window labelled Pop Band
21. can effect many records in the water supply details table Deleting a List Item Open the Auxiliary Data Tables dialogue window by using the file menu lt Ctrl gt lt L gt hot key combination or if the Water Supply Details window is already open by clicking the auxiliary list button on the toolbar Select the Tab for the table that you wish to edit Select the record that you wish to delete you may need to scroll through the list if it is very long using the vertical scroll bars Click the lt Delete gt button You will be asked to confirm the deletion If you delete a record the corresponding entries in the WSS data table will no longer have a corresponding entry in their respective pick list Caution deleting a list item can leave many records in the water supply details table without a corresponding list item Creating Sanitary Risk Category Questionnaires This is an essential data table Unless the user defines the categories that cover the different types of water source to be monitored then it will not be possible to select these from the drop down list in the main water supply data table and no sanitary inspection form can be prepared However once a code has been established for the category this can be changed but not deleted Therefore take care in defining water source categories FA water Supply Category Risk Questionnaire x Category Test 1 text 2 text OS text 4 text 5 best QB text 7 text QS
22. dy present in the list When finished adding records close the dialogue window by clicking the system close button in the top right corner of the window Don t worry about entering the data in any kind of order the lists are automatically sorted alphabetically If you make a mistake you can edit it to correct it or delete it if you do not require it Editing a List Item Open the Auxiliary Data Tables dialogue window by using the file menu lt Ctrl gt lt L gt hot key combination or if the Water Supply Details window is already open by clicking the auxiliary list button on the toolbar Select the Tab for the table that you wish to edit Select the record that you wish to edit you may need to scroll through the list if it is very long using the vertical scroll bars Click the lt Edit gt button and the Pick List Edits dialogue window will appear Pick List Edits Change the entry as desired and when finished click the OK button When you click this Code button the changes are saved and also cascaded to the WSS data table So for example if the E n ma text in the description control in the illustration left was changed to say 1 99 all the records in the water supply detail table which had a code of 1 would now display 1 99 instead of 1 E 999 Similarly if the code were changed to 1A then all matching codes in the WSS table Fi Record X Cancel would be updated to this new value Caution editing a list item
23. e a recovery plan available that can get you quickly running again This involves making copies or backups of the data Itis not within the scope of this manual to discuss how to use backup software What will be explained here is what you need to back up When you install SanMan it will normally create the following folder structure G 8anMan You may have installed SanMan on a drive other than C or into a folder other than SanMan If you are running SanMan on a workstation linked to a local area network LAN the SanData and RRW folder will likely reside on the SanDocs hard disk of your server What you will need to backup are all the files in the SanData folder wherever that folder may Ser Die reside RR A good backup strategy is to have Five disks for every day of the week labelled Mon Friday used on a daily basis Three Disks for Weeks 1 to 3 use on the last day of every week One disk for Month End use at the end of the month When disaster strikes start with the latest backup set and restore these files to your data folder don t forget to allow overwrite of newer files with older files when restoring If this does not cure the problem work backward through your backups until you solve any problems Obviously the further back you go the more data you will have to re enter to get back up to date If you are using floppy diskettes they have a habit of becoming unserviceable so every couple of months introduce fresh disks into
24. e scheme is piped and whether the water is disinfected or not Provision is made for information about its geographic location latitude and longitude etc and a special variable length field where you may enter any notes regarding the particular scheme The notes may be as detailed as you wish there is no constraint on length Adding a New WSS Record Select the Water Supply Details Table item in the File menu or press gt Ctrl gt lt S gt hot key combination to open the Water Supply Details window Next click the New button a dialogue box will appear asking you to confirm that you want to add a new record The Key Field dialogue below will appear Type a unique WSS No any 6 digit alphanumeric code will do but it will probably pay dividends if you use a more systematic numbering method For example you could uses a combination of letters and numbers such as KBC001 KBC002 etc Don t worry about remembering what number to use next in a sequence of numbers as SanMan will tell you the last number in the sequence if you enter the first 3 or 4 digits in the sequence Sanman will not allow you to enter any WSS No that has already been used since this would break the integrity of the relationship between the various data tables Once you have entered a unique WSS No you will be presented with a blank form in which you can enter the details about the new scheme Use the lt Tab gt key the key immediately left of the letter Q to m
25. ghted record in form view Browse View Change from form view and display a table of records in browse view like a spreadsheet Auxiliary Lists Get access to the auxiliary data tables used to populate the pick lists Filter Apply a filter to the data table to limit records to those matching your filter criteria e g a specific district etc Clear Filter Remove any filter and display all the records in the data table Command Buttons Hn Save H Undo C4 Hew Edt A I Save Commits all the changes you have made to the data to the underlying data table When adding a new record all other command buttons may be disabled until you save the new data Undo clicking this button will undo any changes you have made to this records data The contents of the controls are restored to their original state except for any memo fields New adds a new record to the master data table This will result in the key field dialogue window appearing where you will be required to enter a unique name or identifier before you are allowed to enter the new data Edit R I causes the Sanitary Risk Inspection window to appear showing details of the currently highlighted inspection record Add New pl Delete A I al al Add New R I adds a new record to the related child data table As new records are added these are displayed in the browse or details window Delete R I this deletes the currently hig
26. he date in a dd mm yyyy format e g 14 06 1999 To reach the next field press the tab key or move the mouse cursor to the start of the field The next field is entitled Inspector and is for the name of the person who carried out the sanitary inspection Type in the inspector s name Try to ensure that these are consistent with previous entries of the same person as at some time you may wish to review all the inspections carried out by an individual The next controls with a grey background is also read only as you fill in the questionnaire this is automatically calculated based on the number of yes answers to the sanitary risk factor questions and the percentage risk accorded to each factor in the category questionnaire data table The following five controls with a blue background are read only and are used to display a statistical summary of bacteriological quality results of water quality records related to this inspection record These will initially be blank After entering water quality data when you click the Statistics button SanMan will automatically calculate the number of tests performed minimum count maximum count median count and log mean from the water quality table Go through the field sanitary risk inspection form When the field sanitary inspection form has identified that there is a risk a yes answer to the sanitary risk factor question then click the box next to that questions The check box will
27. he questions listed and a series of small check boxes to the left There is a check box for each question A total of 12 question boxes will appear although there may be less questions those which are not used will have Not Applicable N A in the question text Note you cannot modify the questions in the sanitary risk inspection data field to do this you would have to change the category questionnaire data table Each time you enter a risk inspection the programme will automatically give it an inspection number that is sequential from the first inspection put into the database under any record Thus the inspection numbers in each record are unlikely to be sequential to each other This inspection number is used as a link to the water quality data table Water quality results associated with the risk inspection are thus in turn related to the WSS record in a grandchild child and father relationship The window shows the water supply number in the edit control at the top left The yellow background denotes that this is a read only control that you cannot alter as this is a key field that can only be modified in the main water supply details data table The next field is a date field called Inspection date The date will default to the date you add the RI record and may therefore need to be changed to the date that the sanitary inspection was carried out This date control and all other date controls is linked to a calendar To open the
28. hen click the Clear Sl L ili Library Execute the Filter A Cancel lt and gt button Then click B and select WSS_Cat click lt gt button and type in PRTSP and click the lt and gt button Finally click on the lt Execute the Filter gt button to apply the filter expression When the filter is applied SanMan will behave as if the data table only contains those records matching the expression Skipping through the records will skip over any records that do not satisfy the filter expression To learn the purpose of any of the buttons display a help prompt by moving the mouse pointer over the button and keeping the pointer stationary for a couple of seconds Saving and reusing a filter FA Filter Library X Filter Mame Kampala Central Springs TOWN Kampala AND AREA Central Division AND WwS5_CAT PRT SP Last Used Kampala Central Springs 15 06 1959 18705 1 4 Clearing a filter If the filter expression is one that you will use again you can save it ina library of filters By saving it we can quickly re apply the filter without having to reconstruct it To save a filter click the lt Library gt button before you click the lt Execute the Filter gt button Type a suitable name in the Filter Name control in the example Kampala Central Springs and click the lt Save gt button Next click the lt OK gt button which passes the filter expression back to the Filter Builder w
29. hlighted inspection record You will be asked to confirm the deletion and any water quality records connected to this inspection record will also be deleted Wildseek use this to search for text embedded in any field except memo fields For example Lon matches London and Babylon The asterisk is a wildcard character that stands for any group of characters If any matching records are found they will appear in a pop up window Repeat WildSeek redisplays the results of the last wildseek Double click with the mouse to select the record you wish to view Setting up the Auxiliary Lists Before entering data about water supply schemes it will save time if we enter data into the related tables These tables supply the data used in the pick lists The main advantage of using pick lists or list boxes to enter data is that the accuracy of the input is increased no misspellings and data is entered in a consistent manner There are five list boxes used in the water supply scheme window supply area town pop_band WSS type and category Category plays a vital role in Sanman and is discussed separately see Creating Sanitary Risk Questionnaires To open the auxiliary lists select Lists Maintenance item in the File menu or by pressing lt Ctrl gt lt L gt The following Auxiliary Data Tables dialogue window will appear FA Auxillary Data Tables OF This is a special kind of data dialogue window known as a Ta
30. if SanMan can get exclusive access to the data tables only one user logged on If other users are logged on it will inform you If you are absolutely certain you are the only user run the System Administration to check if any user other than yourself has a logged on status if so reset this and then try again Direct Access to the Data Tables It may be necessary under exceptional circumstances that a data has been entered wrongly and that the situation cannot be corrected directly using SanMan The only way to correct the mistake is to directly edit the data tables When you do this you are given a free hand to do exactly as you please All the restrictions that Sanman impose about duplicate fields changing key fields and deleting records are removed Hence this is not something that should be undertaken if you are unsure what you are doing For example you could change the WSS_No in the WSS table and in doing so severe all the links to the inspection records for that water supply Do get access to any data table select the Open item in the File menu A dialogue window will appear listing all the data tables used by SanMan Select the file and click the lt Open gt button The table will be opened in a standard data window with all the normal controls Backing up the Data Developing a backup strategy is something that is absolutely vital It is important to anticipate that a disaster could happen you PC may be stolen and to hav
31. indow Finally click the lt Execute the Filter gt button To recall a previously saved filter open the Filter Builder window click the lt Library gt button highlight the row containing the filter that you wish to reuse Click the lt Re use gt button the lt OK gt button and finally the lt Execute the Filter gt button To delete a filter select the filter as described and then click the lt Delete gt Button To clear a filter so that all the WSS records are visible simply click the clear filter button in the toolbar or select the Clear all Filters item in the View menu When can apply a filter to the R I table all the WSS records will be visible but only the inspection that satisfy your filter expression will be visible in the browser sub form Reporting The reporting features in SanMan are one of its main strengths It s in the reports that the number crunching is done Output is presented in a fashion that will hopefully allow you to better understand what is happening with your water supply schemes The following is a table listing the reports available Table SanMan Reports Export Risk Data to Spreadsheet Export data sanitary risk inspection data to a spreadsheet for statistical analysis or graphing etc Export Water quality Export water quality data related to inspections to a spreadsheet Grid Reference Report Lists grid references for all WSS groups data by Area then alphabetically by town Inspectio
32. into this field is to ensure that the sample point 1s properly identified This will facilitate repeat sampling on future sanitary inspections to allow results to be compared You can then put in any notes about the sample such as whether the water outlet was flamed the volume tested the time of sampling preservation of sample etc Any additional information you may feel is relevant can be put into this box Once the details have been completed click on the Micro biology tab and enter the data for any microbiological analysis performed on the sample SanMan records results as number of colonies per 100ml If a sample volume of more or less than 100ml was tested it is essential that that the actual numbers of colonies counted is converted to count per 100ml before being entered into SanMan For example if a 25ml sample volume was tested multiply the number of colonies counted by 4 If a 250ml sample volume was tested divide the count by 2 5 round any decimal fractions to the nearest whole number Do not enter a zero for any microbiological parameter not actually tested This would distort any statistical analysis since zero is a legitimate result in microbiological testing FA WO Results for Sanitary Inspection No 002498 Test Results Details Micro biology Chemisty User Fields Sample Point Is pring outlet pH Conductryity Turbidity Colour Free Chlorine Total Chlorine After entering the microbiological result
33. n Summary Summarises how many sanitary risk inspections have been carried out in each town no first and last Microbiological Results Lists microbiological and chlorine residuals grouped by WSS_No then by inspection date Questionnaire Prints the questionnaire used to inspect each category printed one per page Ranked Sanitary Risk Analyses which WSS are at greatest risk grouped by area based on the latest inspection results in any given period Sanitary Inspection Report A complete report for each inspection carried out printed one per page Sanitary Risk Graph Displays sanitary risk score data for all inspections of each WSS as a bar graph Supply Scheme Details All Information about each WSS e g name owner etc printed one per page Survey Report by Area A listing of defects and microbiological results grouped by Area Wss_No and listed in descending date order Survey Report by Category A listing of defects and microbiological results grouped by sanitary risk category sorted by WSS_No and in descending date order Analyses the frequency of occurrence of each defect Water Quality Results Complete water quality results for each WSS and in order of date inspected WQ Sampling Locations List all water quality sampling location for each WSS grouped by scheme To run any of the reports listed except Risk Ranking Report which has its own report menu item select Pick from List item in the Reports Menu or press the lt Ctrl gt
34. ove forward through the data controls or the lt Shift gt lt Tab gt key combination to move back You may not be able to complete all the details but you should at the very minimum enter its name select its area town and category If the information required is not available in any of the pick lists you can call up the auxiliary lists by clicking the list s button in the toolbar and add the item you require After adding a new item in the list it should be immediately available to you in the pick list When you have finished entering the information click the lt Save gt button to commit the data to the WSS table This will restore many of the command buttons to their active state inactive buttons are greyed out You could now enter sanitary risk inspection data for this scheme if you wish see Adding Inspection Records z5 Md a W Dl Editing an Existing WSS Records If the water supply details window is not already open select the Water Supply Details Table item in the File menu or press gt Ctrl gt lt S gt hot key combination to open the window Initially there may not be many records in the WSS table and you can use the tool bar buttons to skip through the records to locate the record you wish to edit Alternatively you can change the display from Form View to Browse View by clicking the browse button in the toolbar This will change the display to a table with many records visible FA Water Supply Details
35. ply use as many as you think necessary Adding New Questionnaire Select Category Questionnaire item in the File menu or press lt Ctrl gt lt Q gt hot key combination to open the Water Supply Category Questionnaire dialogue window Next click the New button and confirm that you wish to add a new record in the dialogue box that pops up The next dialogue to appear is the Key Field dialogue see illustration left Wo Category ld a Type a unique category ID up to six alphanumeric characters this 1s the value that will be recorded in the WSS data table for all water supplies with this category You could use 000001 etc but it may help if you enter something that is more meaningful such as PRTSP This will be especially beneficial if you export the data and will help you to recognise the category SanMan will v OK XM cancel not accept a code that has been used before so there is no danger of duplicate entries Next you will be presented with a blank questionnaire with the WSS Category containing the entry you made in the key field dialogue Design the questionnaire appropriate to the category and finally click the OK button to save it Editing an Existing Questionnaire Select Category Questionnaire item in the File menu or press lt Ctrl gt lt Q gt hot key combination to open the Water Supply Category Questionnaire dialogue window Locate the questionnaire that you wish to edit by using
36. rm to its original state only works if you have not already saved Editing the WSS No You will no doubt notice that SanMan does not allow you to directly edit the WSS No since this is a key field used to link the WSS table to the inspection table The WSS No data control is a read only control which prevents anyone accidentally changing the key value To edit the WSS No click the right mouse button anywhere on window background or press the lt Ctrl gt lt K gt hot key combination This pops up the Edit Key Field dialogue window Supply Details Ws No KBCOO This window displays the old value and a control where you can enter the new value WSS Name kigezi Collec Milam Saias Enter the new WSS No and click the OK button to save or the Cancel button to abort CTRL ak the change When you click OK SanMan first checks to see if the new code already Town Kabale Copy CTRL C exists in the table If it does not exist it first updates every inspection record in the Paste CTAL Y inspection table relating to the old WSS No to the new one before updating the WSS Category Protected record Deleting a WSS Record When we delete a WSS record we need to ensure that we don t leave orphaned records in the inspection and water quality tables Thus SanMan has to first step through every inspection record delete all water quality records related to that particular inspection before deleting the inspection record Repeat
37. s click on the Chemistry tab and this will bring up the window where you can enter physico chemical data Provision is made to store test data on pH conductivity in micro siemens cm turbidity NTU colour free and total chlorine If you forget what units are required simply move the mouse pointer over the control this will pop up a help balloon prompt for that control If you do not have test data for all the parameters simply leave the controls for those parameters blank SanMan allows you to store data for up to six user definable parameters Before you can use this feature you must first define what parameter you wish to store see Setting User Definable Fields below If these have already been set up click the User Fields tab and enter your test data To review or edit other WQ records associated with the R I record you can use the two buttons at the top right of the window to move forwards or backwards through the WQ records Finally click the Record button to close the window save your results and return to the Sanitary Risk Inspection Form window The faecal coliform statistics will automatically be updated These statistics will also be available when in the sub form of the WSS record when you close the inspection form This allows you to compare results collected over a series of sanitary inspections Setting User Definable Fields The database has space for 6 user variables at present and these are variables
38. show a small tick to indicate that the statement is True If you make a mistake simply click the check box a second time to clear the tick Once you have put in all the yes answers by clicking the check boxes you will have an overall risk for the water supply or source If there is any other information provided by the field staff in the form of comments there is a text box at the very bottom of the screen where you can type these comments in The sanitary inspection part of the risk inspection is now complete If you have any water quality data table available relating to this inspection this could be entered now Editing amp Deleting Inspection Records To edit or delete an existing R I record first locate the water supply record then left click the row in the Risk Inspection Details sub form to highlight the record desired If necessary use the vertical scroll bar at the right of the sub form to view records not currently visible To edit the R I record click the lt Edit R I gt button this will display the Sanitary Risk Inspection Form To delete the record click the lt Delete R I gt button Confirm the deletion in the pop up dialogue Please Note deleting a R I record also deletes all associated water quality records Risk Inspection Details A I wisn eee Ne Oat eset Tiek 2 Wo Tess Wi Coan Marto Meden Lop Hean ER ee Adds New pl E CLOU 2er 04199 Susan Namu Delete R I Ol evo fossa ismersesSieennand
39. t Enter gt key or double click the row with left mouse button to move directly to that record If we had entered kabale or key next to the Z key Entebbe records for both these towns will be listed Alternatively if we had typed kabale amp LLP only the first two records in the illustration left would have been listed 21 possible Records to select EJ Waz no Wss owner Wis name Wes Zone Town Area i KAAOAS Community Dan Kizito Kabale Kampala Aubaga Division The search is not case sensitive so RASO Community kiwanda Kabale 4 LERT kampala Aubaga Division i EBCOOT Community kigezi College spring kabale Central Division JOU FANY PE U UPPE OL ce ie ee EBCOOZ Community kinogo spring kabale Central Division EBCOOS Community Butobere Junction sprin kabale Central Division EBCOO4 Community lafuga spring kabale Central Division EBCOOS Community karugashe spring kabale Central Division KBCO DE Community Butobere Primary school kabale Central Division EBCOO Community Tasi Park spring kabale Central Division H Repeating the last WildSeek If you wish to review the list displayed as by a previous wildseek we can quickly recall the list box by clicking the repeat wildseek button Applying a filter to the data table Some time you may wish to work with a group of related records say all WSS records in a particular area or town SanMan allows you to do this by allowing you to build a
40. the lt Next gt and lt Previous gt buttons to skip forward or backward through the data tables Make any changes you wish and finally click the lt OK gt button to save it A word of caution unless you are sure that you have not selected this category for any water supply detail records then you should not change the category to something completely different If you do then you risk having sanitary inspection records relating to a completely different set of questions than are currently set for that category It is preferable to create a new category than change the purpose of an existing one SanMan does not allow you to delete categories since this could result in orphaned inspection records tA kI Water Supply Scheme Records The water supply scheme WSS table is the main table in SanMan For each WSS record there will probably be many sanitary inspection records and for each inspection record there could be one or more water quality results father child and grandchild The main purpose of the WSS table is to store information about each water supply scheme see The Main WSS Window Each WSS record has a unique WSS No which is the key field used to relate it to records in the inspection table Records are stored in the WSS table in alphabetic WSS No order Other fields relate to information about its name town sanitary risk category population band served owner area zone consumption in litres per capita per day whether th
41. the index files is easily recovered by recreating the index from scratch These and some other tasks such as assigning users and access privileges are the responsibility of the system administrator One item that may be of interest to any other user is the ability to change their password to something of their own choice Changing Password Change Password Confirm Current z Password To change a password select the Change Password item from the Utilities menu This opens the Change Password dialogue Type your existing password into the Confirm Current Password control Immediately you have entered a valid password the safe icon will change to an icon with an open safe door Next type in the new password you wish to use tab to the next control and re enter the new password exactly as before If you make a mistake SanMan will show an error message Finally click the lt OK gt button to instate the new password or the lt Cancel gt button to revert back to the old password Hew Password Retype Password Setting New User Accounts EE System Administration Window Only the system administrator SA can set up user accounts To call up this feature select the System Administration item in the Utilities Sd Bae 44 ah Ey menu This opens the appropriate dialogue window use the navigation buttons to the record you wish to change Do not change User ID type in User N E poong ae mee the user s name e g Joe
42. this process with the remaining inspection records before finally deleting the WSS record itself Only the system administrator is authorised to delete a WSS record requests to delete from other users will be denied unless the administrator has given them the necessary access privileges Caution deleting a WSS record will cascade the deletion to records in the inspection and water quality tables Sanitary Risk Inspection Records Once the main water supply details data table has been set up new data from routine monitoring programmes can be put into the database without repeating the process of establishing the water supply number category allocation and other general details about the source or supply Thus once the source or supply has been established any new data for that source can be put into the database quickly and simply In order to input your data you need to open the water supply details data table To do this select the Open Water Supply Details Table in the file FA Sanitary Risk Inspection Form x WSS No kecon Inspection Date jor 47 7999 Inspector Charles Binegura Fisk 49 Faecal Coliform Statistics Ho F C Tests Maximum count Median count Log Mean count 1 T Is the source unprotected Minimum count 2 T Is the masonry protecting the spring source Faulty 3 s the backfill area behind the wall eroded 4 Does spilt water flood the collection area I ls the fence absent or fa
43. tons in the toolbar with arrow icons to move between pages To print the whole report click the toolbar button with the printer icon To print the current page that you are viewing click the toolbar button with the page icon To change the report magnification click the buttons with the magnifying glass To close the report click the toolbar button with the black square icon p3 RANKED SANITARY RISK R amp R Xbase ajej ele deL loi fm 4 Records Read 116 Selected 116 WATER SUPPLY SCHEMES RANKED BY SANITARY RISK Most Recent Survey data Only Report Period From 01041999 to S044 999 Faecal Colton statistics Scheme Hame Katete piped 21404999 Ruti piped 204999 Population Served Scheme Hame Category Date Budallah Mamakilo PRTSP 2404 99 Scheme Hame Enclosure Mamuyyvoanga Population Served Risk Medial 80 a 30 Scheme Hame Nanduri s0dcuwen System Administration Like any office system SanMan periodically requires some housekeeping Data tables can become corrupted particularly if SanMan is not closed before turning off the power to the PC The only sure safeguard to protect the data is to make regular copies or backups using the backup software supplied with your operating system This way if a file becomes corrupted we can minimise the damage by reverting back to a recent copy or backup Particularly at risk are the index files associated with the data tables but corruption of
44. ulty I Can animals have access within 10m of spring Does surface water collect uphill of the spring 5 B i Is there a latrine uphill andor lt 30m of spring a 4 I the diversion ditch absent or non functional 10 T Any other pollution sources uphill of spring 11 P Not Applicable M A l2 F Not Applicable N A Remarks ra Statistics ew OK X Cancel menu This will then show the records stored in the database to date These are ordered by the water source number and are shown in alphabetical order In order to put in inspection data for a particular water source you will need to move through the records in order to find the particular source or supply required Alternatively a quicker method especially when the data table has many records is to use a Wildseek to locate the record see Locating Records with Wildseek At the bottom of the Water Supply Details window there is a sub form showing the Risk Inspection Details RIY in a tabular or browse view If you have not yet added any inspection records you will not see any data only the column headings To the immediate right of this sub form are 3 buttons that are used to add edit and delete RI records To add new data click on the button marked Add New R I this will cause the Sanitary Risk Inspection Form window to appear This has the sanitary inspection form relating to the category of the water source or supply with t
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