| Q: | | How do I get a copy of the software? |
| A: | | Email us at sales@CadetRecords.co.uk and we will respond just as soon as possible with the latest requirements and pricing. If you are placing an order then please include a postal address, and your full squadron title, the name of your wing and your region.
|
|
| Q: | | Where do I start? |
| A: | | Tailor the system for your Squadron.
Enter all personnel records.
Set up any subscriptions already owed.
Now record all examination scores in the academic training section.
That's the basic system running. Now you need to get your "office-holders" to complete their tasks. Click on key tasks on the main menu.
|
|
| Q: | | How do I back up my data? |
| A: | | You need to schedule regular backups. Most modernPCs have Cd writing facilities. Simply drag and drop the Air Cadet DB folder to your CD writing software and burn the disc. Remember, if everything gets stolen, we can always supply you with new software and support to recover from your backup, but you need to keep your data secure. Use your MOD arms chest for security!
Also, there are a number of freeware backup packages available on the internet. One that we have tried and tested is back4all. Search for back4all on the internet. |
|
| Q: | | How do I set up my start information for subscriptions already owed? |
| A: | | After you have recorded all of your cadets personal data, click Subs Payments from the main menu. Now tab to the arrears field and enter the appropriate value in. Press the page down key and you will go to the next record, automatically saving the previous one.
|
|
| Q: | | My statistics data does not add up - there seems to be a mismatch with probationer cadets. |
| A: | | Make sure that all cadets who should be enrolled are actually recorded on the system as enrolled. If, for example, you have a cadet whose status is First Class Cadet, and the system does not show an enrolled date, it will count them as a First Class cadet and as a Probationer Cadet.
|
|
| Q: | | Does the system cater for splitting squadrons into flights? |
| A: | | Yes. Create the flights you need. Click Page 2 / Tailor System for my Squadron / Flights and set up as many flights as you wish.
|
|
| Q: | | I haven't created the cadet registers for previous evenings and now the system won't let me. |
| A: | | You should have clicked "Create Register" on the evening of the parade - there is a way round it if you've missed one or more.
What you need to do is:
1. Set the date of your computer to be the date of the oldest parade for which you need to crfeate a register.
2. Access Page 2 / Database Administration
3. Click "Reset Register"
4. Return to Menu Page 1.
5. Click "Create Register".
6. Now move the computer date forward to the next missing register.
7. Repeat steps 5 and 6 until you've created all the missing registers.
8. Don't forget to reset your computer's date to the present day when you've finished. |
|
| Q: | | When a cadet passes an exam, what do I need to record on the system? |
| A: | | Firstly, you must record their examination scores and the date of passing their examination. Then set their Status to the new level (eg Leading Cadet). Now add the achievement for the cadet in the achievements section (individual cadets can do this themselves through by clicking on the Records (Cadets) icon.)
|
|
| Q: | | When I use the attendance on-screen review, the system doesn't display all of the numbers. |
| A: | | This issue occurs from time to time, and seems to be something to do with graphics cards. To get round it, click the Attendance Review option, wait a few seconds while the screen displays, then minimise the screen and maximise it. This will display all of the numbers required.
|
|
| Q: | | How do I get the icons to work across a network? |
| A: | | The icons will work perfectly well on the host PC. For remote PCs, you need to open explorer on the remote PC and locate the database in the Air Cadet DB folder on the host PC. Double click on it and maximise the very small database window. Now click FORMS on the left hand side of the window pane. Now locate the Data Protection form, right-click on it and "create shortcut". This will send a shortcut to the desktop. Repeat the process for forms DP2, DP3 and DP4. Now highlight the form Main Menu before closing the database down. On your desktop, rename the rour icons above as Staff, Cadets, Supply and Attendance respectively, removing the ones you don't need on this particular PC.
|
|
| Q: | | What version of Microsoft Access do I need? |
| A: | | Access 2000 or later.The system was originally written in Access 97 but the functionality available was too restricTed, so this has been discontinued.
|
|
| Q: | | Are there any training sessions available? |
| A: | | Training sessions can be made available, whether to Wings or individual Squadrons. Please bear in mind that we are located in Manchester, so any delivered training will reflect travel and costs incurred, as well as payment for time spent at location. Please emailr sales@CadetRecords.co.uk with your requirements and we will respond with an exact costing.
|
|
| Q: | | What functions are in CadetRecords for Weapon Handling, recording of WHT etc? |
| A: | | System allows recording of all Weapon Handling Tests. These can be displayed on a per-cadet basis on screen, and printed on a squadron basis. An on-screen display in Update Cadet can be used to amend WHTs and add new WHT records.
The printed report highlights when cadets with valid WHTs are nearing the WHT expiry date. WHT is also an achievement, and appears on the cadet NRA and on the squadron Achievement Review. It also logs against the squadron Achievement Statistics.
|
|
| Q: | | Can the database produce statistics for Wing Headquarters? |
| A: | | Yes. CadetRecords outputs almost 50 different statistics, D OF E, Camp Places, AEF, Exams etc in a spreadsheet form that can be emailed to Wing HQ. WHQ then need only copy one row of data per squadron and paste them all into a master spreadsheet and you have annual achievement statistics for the Wing. Similarly, each Wing could email their aggregated statistics to Region HQ, RHQ would then only need to copy six lines of data to have Region-wide achievement statistics. Finally, the same exercise going from RHQs to HQAC would result in Corps-wide statistics being available.
|
|
| Q: | | How does the system produce National Records of achievement? |
| A: | | As each achievement is gained (or participation is completed), it must be entered on the system. To enter 30 Leading Cadet passes takes about 20 minutes. To enter 12 AEF participations takes about 4 minutes. When required, a cadet can print off their own NRA to check for completeness (in this case the "Comments By OC" field is marked "Sample Report only". For onward transmission to Wing Boards, schools, colleges, employers etc, any member of staff can produce a NRA with a reference attached, ready for signature by the OC.
|
|
| Q: | | My screens don't fit on the page properly. |
| A: | | Check your screen resolution. The system will not display properly below 1024 x 768 and works better at 1280 x 1024 or higher.
|
|
| Q: | | I've got some screens where the buttons don't seem to fit properly, despite having the screen resolution set as stated in the User Guide. |
| A: | | There are three screens that this is known to occur on. They are the two Menu screens and the Master Reports screen.
To resolve for ever, on each screen do the following:
1. Drag the screen edges until it is the right size.
2. Clich File/Save at the top of the screen.
3. Repeat for any other affected screens. |
|
| Q: | | Where are the Nominal Rolls accessed from? |
| A: | | You get to them from the main screen, click on Consents & Sports Medicals. |
|
