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Report/Mail Output : Section 8
Use these options to select from over 80 report & mail options which organise and present your data
in a wide range of useful formats. See the appendices for some sample output.
5 Setup Submenu : New Session Options
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. See the Setup - New Session Options.
(1) Make a historical backup of the file Pinedat.accdb in your PineSoft data directory.
Keep this in a safe place.
(2) Use the “Setup Increase option” to automatically increase the session by 1 and year 1, for all
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 not updated automatically as this will not always be required. As
a consequence you must check and change if necessary the placement number for each
student. {Using Student Examine/Edit Option}
If a student fails and has to have a year out you may wish to move the record temporarily out of
the way. Do this by changing the year field to an unused value by adding a 0, i.e. year 2
becomes 20. If he/she rejoins the course reset to the correct year field - this ensures that the
student’s data is retained.
(3) You will need to clear the details relating to Current Applications and Jobs from ALL relevant
records :
Use the “Setup Delete Interviews option”, “Setup Delete Applications Option” and “Setup Delete
Jobs Option” to delete the interview, current application details and old jobs 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. You will still retain your historical placement details within the Placements
records.
(4) To contain the size of the student database you may, if required, delete the details of students
who have not undertaken any placements from the student database - use the Student
Examine/Edit option in datasheet view to easily delete blocks of students. Take a backup first!
Note : The Referential Integrity rules built-in to the application to ensure consistent data will not
allow you to delete any students with related placement records. To delete such students you
would first need to delete their Placement records using the Main Menu Placements Options. {If
you decide to do this it would be best to delete complete cohorts, to avoid inconsistent
Placement Reports!}
(5) 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. Set
the “required” flag for students requiring a placement this session, and clear the flag for other
students.
© 1989 – 2009 PineSoft, 2009 - FinDonIT
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User Manual