Ohio Educational Computer Network System (OECN)

UDMS Beginning Training Guide

As Developed By: Ohio Department of Education, State Software Development Team

Revision/Update Information: May, 1997

Preface

Chapter 1
UDMS Beginning Training Guide

1.1 Introduction

This training guide is intended for persons with no previous knowledge of the User Data Management System (UDMS). It consists of an overview of the text based version of UDMS, and a series of lessons and exercises which first introduce the Inquiry Module and then the ReportWriter Module. The lessons step through the process of viewing records from a data base, and using the ReportWriter to create a sample report.

The lessons are as follows. These will be run on the demo data files supplied by Interactive Software Systems, Inc.

Lesson 0 Using the Inquiry Module

Lesson 1 Defining a New Report Definition

Lesson 2 Defining Input and Calculated Fields

Lesson 3 Qualifying Data Records

Lesson 4 Sorting Report Data

Lesson 5 Formatting a Report

The ReportWriter lessons form a progression by walking through the basic steps used in generating a typical report.

An applications section is given after lessons 0 - 5. Two exercises will be presented from each of the OECN packages - USAS, USPS, EMIS, EIS, and SIS. Users may select the appropriate options. The first will use some of the basic steps of ReportWriter (RPW) as demonstrated in the above lessons. The next will involve other steps such as input fields and subtotalling. These exercises will be run on the user's live files.

1.1.1 What is UDMS?

UDMS is a family of user tools that lets you perform on-line queries; define your own reports; merge text with data; produce labels; export data to PC's; create management forms; and modify data, given appropriate security priviledges.

UDMS is available in a text-based form and also, in a graphical form which uses the full capibilities of a windows/mouse environment on a PC or workstation. This training guide is for the text-based environment which can be used on either a terminal or PC.

1.1.2 What UDMS Can Do for You

The UDMS system will allow the USAS, USPS, SAAS, EMIS, or SIS user to easily do data inquiries, create reports, produce labels, and export data to other files or spreadsheets. It contains access to a variety of fields in various OECN packages and allows various views of the data. If you want a payroll report which contains fields or sorts not currently available, UDMS would allow you to select just which fields and which sorts and subtotals you want. It also allows you to select a desired subset of the data and to enter data for comparisons.

With relatively little background, UDMS will enable you to create new or customized reports. UDMS will replace listmakers, the writing of new Datatrieve reports, and the 20/20 Data Base Connection.

1.2 Overview of UDMS

The UDMS Main Menu contains the modules that will allow you to perform a variety of data management functions. The main menu is shown next.

Module Descriptions

Each module has a unique purpose in processing information:

UDMS Module Abr Description

Report Writer RPW Offers options for creating default or user-defined reports that allow conditional calculations, input fields, automatic or custom formatting, totals & subtotals, multi-level sorts, and more.

Inquiry INQ Data quiry tool for browsing through data on-line. Allows you to qualify the data records to be retrieved, using full selection logic with "and's" and "or's". A complete list of comparison operators such as 'EQ', 'NE', matches, contains, etc. is supported. This option also offers menu or command mode, and QUERY-BY-EXAMPLE processing.

Export EXP Features the ability to extract data for downloading to statistical packages, spreadsheets, etc. Supports the most frequently used formats, such as quotes & commas, list, quotes & tabs, DIF, etc.

Labels LBL Used to generate all types of labels in a one-up, two-up, or three-up format with sort options and user-definable input values.

Text/Merge TXT Allows records from a database to be merged with edit files of any type (letters, documents, reports, etc.). Includes data trimming, conditional printing, substitutions, etc.

Select Definitions by Module MOD Allows you to select a previous report directly without going to the application module first.

Select a Data Definition DATA Used to select a predefined view of a given database. This must be done prior to starting a new application.

Re-freshing the Screen

If it becomes necessary to "re-fresh" the screen in UDMS because of messages being displayed on the screen, press the following key combination simultaneously, [CTRL] and [W].

Change Mode Interface

Throughout UDMS, there are several opportunities to change details. UDMS offers the following two modes for changing fields/details:

"STD" MODE---------------------------------------------------------------- | | | Rpw: REPORTHD REPORT DEFINITION MODIFICATION View: PRSPAY | | | | R E P O R T D E S C R I P T O R | | | | 1. Report Name : REPORTHD | | 2. Description : Lesson 1 Report | | | | 3. Page Width : 80 | | 4. Default Page Header : Y | | 5. Default Column Detail : [Y] <return> opens the field for change | | | | 6. Public Report : N | | 7. Access Level : 3 | | 8. Access Password : | | | | 9. Definition Modify Level : 3 | | | | | | CHANGE/STD <PF1> opn <PF3> cancel <PF4> finished | | | | Highlight the desired DETAIL by use of the <arrow> keys or by entering | | the Detail-Number followed by <return>. | | | | Press <return> to open the Detail for CHANGE. <==== Note | |________________________________________________________________________|

"OPN" MODE---------------------------------------------------------------- | | | Rpw: REPORTHD REPORT DEFINITION MODIFICATION View: PRSPAY | | | | R E P O R T D E S C R I P T O R | | | | 1. Report Name : REPORTHD | | 2. Description : Lesson 1 Report | | | | 3. Page Width : 80 | | 4. Default Page Header : Y | | 5. Default Column Detail : Y Automatically opened for change | | | | 6. Public Report : N | | 7. Access Level : 3 | | 8. Access Password : | | | | 9. Definition Modify Level : 3 | | | | | | CHANGE/STD <PF1> opn <PF3> cancel <PF4> finished | | | | Highlight the desired DETAIL by use of the <arrow> keys or by entering | | the Detail-Number followed by <return>. | | | | Replace the current value by typing any character at the first | | position or editing the current value using the field editor. | |________________________________________________________________________|

"STD" mode: causes the fields within a record to be CLOSED until the <return> key is pressed to OPEN them;

"OPN" mode: causes the highlighted field within a record to be automatically open for change.

The default mode is the "STD" mode. It is assumed for the lessons in this guide that UDMS has been set up for this default mode. If this is not the case, you might want to consult with your DAS personnel.

Note

It is important to note this, since in some situations you will be required to place the cursor on a field (or on a line, depending on the type of detail) and press the [Return] key before you will be allowed to enter a value for the detail (field or line). These are situations where the detail is "closed" until you first press Return to "open" it. Then you are permitted to enter the value. UDMS will "beep" at you if you ignore this preliminary step. It will take some practice to get use to this approach.

Field Editor

When a detail is opened for change, you have the option of replacing the current value (if there is one) by typing any character at the first position or editing the current value by using the field editor.

Any time a detail is opened for change, the field editor can be invoked by pressing the [--]> key, or any of the special edit keys listed below.

You will know when a field is opened for change by the edit screen attribute that has been predefined. For the "STD" mode, which we are using, you will see the field being underlined when it is opened for edit.

Field editing in UDMS uses "insert mode" (as opposed to the "overstrike" mode) which allows you to change portions of your entry rather than having to re-enter the entire value.

The special editing features include the following;

Key or key sequence Function

--> Moves the cursor one character to the RIGHT and invokes the field editor.

<-- Moves the cursor one character to the LEFT.

<Ctrl>E Moves the cursor to the END of the field detail.

<Ctrl>B Moves the cursor to the BEGINNING of the field detail.

<Ctrl>F Moves the cursor FORWARD (to the right) ONE WORD.

<Ctrl>R Moves the cursor in REVERSE (to the left) ONE WORD.

<Ctrl>D Deletes one word at a time to the right of the cursor.

<X| or <delete> Eases one character at a time to the left of the cursor.

To insert a character or characters at the beginning of a detail:
1. press the [--]> key to invoke the editor;
2. press the []<-- key to position the cursor back to the beginning of the detail;
3. enter the desired character(s).

To ignore your current edits and bring back the original entry:

press the <delete> key until the cursor is positioned at the beginning of the detail (where the detail appears blank);
press <return> or press <PF3> for cancel.

Chapter 2
Lesson 0 - Using the Inquiry Module

The first lesson will walk you through the use of the Inquiry module of UDMS. This module allows you to view some or all of the fields in the records associated with a particular view of a given database. You may choose to view all of the records or just a selected subset of these records.

The Inquiry process involves the following steps:

In the Menu system select OECN/UDMS/Some Data Base.
At the UDMS main menu select DATA option.
In the DATA Menu select the desired view of the database.
At the UDMS main menu select the INQ (inquiry) module.

At the INQuiry main menu select one of the options: SHOW, LIST, or COUNT.

SHOW	--	displays one record at a time with the fields as rows.
LIST	--	displays one record per line with fields across the top.
COUNT	--	generates a total count of the number of selected records or a count of all records in the database.

Choose an option to select a subset of the records or to use all of the records.
Generate the display or count. Use options to review the fields or records.
Return to the main UDMS menu.

2.1 Inquiry Examples

For the Inquiry we will do the following:

Use the data base, DEMO - UDMS Demo/Practice Dictionary (as provided by Interactive Software Systems, Inc.)
Use the PRSPAY (Personnel-Payroll) view of the data base.
Use the SHOW option to display the records of all female employees whose pay per period is over $800.
Use the LIST option to list all employees whose Title is SALESMAN, using just the fields: SSN, LASTNAME, FIRSTNAME, ADDR1, CITY, ZIP, BRTHDATE, TITLE, MSTATUS, CUR_SALARY, & FICA_BASE.
Use the COUNT option to determine the number of male employee records in the data base.

Bring Up UDMS and the Database

Use the Menu System and select the OECN option.

Next select the UDMS option. You are first shown a list of the available databases. Use up and down arrows to highlight the desired selection, and then press the [Return] key. For this exercise select the "DEMO UDMS Demo/Practice Dictionary" option.

You will bring up the text based version of UDMS and see the following main menu:

Select INQUIRY Option

You have the option of moving to the INQ heading and then pressing the [Return] key or typing in the command, INQ, and pressing the [Return] key. Do one of these.

A screen such as the following will appear:

Select Data Definition

Use the arrow keys to highlight the desired data definition (database view) and press return, or press the [PF1] key to bring up the next screen of data definitions. An alternative is to type in all or part of the name of the data definition. If part of the name is entered, UDMS will go to the page which contains the name. At this point you can highlight the selection and press the [Return] key. If the complete name is typed in, then UDMS will select this data definition and automatically return you to the UDMS main menu.

For this lesson select the "PRSPAY" (personnel-payroll) definition by typing in the word PRS and pressing the [Return] key. A screen such as the following will appear.

_________________________________________________________________________ | | | | | EXISTING DATA DEFINITIONS | | | | | | PRSMST Personnel Demo File | | ----> PRSPAY Personnel & Payroll Info | | PRSPAYHST Prsmst/Paymst/Payhst | | SALESREC Sales Prospect Record | | SLSACTREC Sales Activity Record | | SLSACTUPD Sales Activity Update | | TERMS Payment Terms Record | | | | SELECT <PF1> more <PF3> cancel | | | | Highlight the desired DATA DEFINITION by use of the <arrow> keys or | | by entering the Name followed by <return>. Display windows of | | Definitions by use of the <PF1> key. | | Press <return> to make your selection. | |_______________________________________________________________________|

Move the cursor to highlight the line, "PRSPAY", and press the [Return] key. You will be automatically returned to the INQ Main Menu.

A screen similar to the following will appear:

Contents