SYSTEM ADMINISTRATION TRAINING GUIDE
SYSTEM ADMINISTRATION TRAINING GUIDEChapter: System Administration Training GuideSoftBox LimitedAtrium House574 Manchester RoadBURYBL9 9SWwww.softboxlimited.co.uk0161 766 1777support@softboxlimited.co.uk2
3Chapter: System Administration Training Guide
COURSE 1 - SYSTEM SUPERVISORS TRAINING AND INSTALLATIONTarget GroupStaff who will be involved in the day to day management of the package, includingthose who will be responsible for maintaining lists of information used by thepackage and for setting up User accounts for new users.Previous KnowledgeIt would be helpful if delegates had a good working knowledge of operationalpractices and basic WINDOWS. Good basic keyboard skills. N.B. This course will notcover any aspects of Novell or any other network operating system, althoughnetwork issues, as far as they affect the package, will be discussed.EquipmentChapter: Course 1 - System Supervisors Training and InstallationCopy of the User/Administration GuideArea/Team listsPROGRAMMEIntroduction And Course ObjectivesSession 1Product OverviewHardware RequirementsInstallation and RefreshesGetting StartedGeneral ControlsForm ControlsSystem OptionsSession 2Maintaining ListsTeam DetailsCreating MenusSetting Up New AccountsReset Users Logged On4
5Chapter: Course 1 - System Supervisors Training and Installation
6Chapter: Course 1 - System Supervisors Training and Installation
COURSE OBJECTIVESBy working through this training programme, you will be able to do the following:Carry out basic System Administration functionsHardware and InstallationSet up Lists for pre-defined optionsManage System defined optionsCreate MenusCreate User ID’sUnderstand Re-Index proceduresChapter: Course ObjectivesUnderstand Re-Set Users Logged On procedures7
8Chapter: Course Objectives
Chapter: Course ObjectivesSESSION 19
10Chapter: Course Objectives
HARDWARE REQUIREMENTSThis training copy is designed to run as a single user version, installed on a local PC.The machine specification that will be required is shown below. A full specification ofequipment is included for information purposes only, as only the workstationrequirements apply.HARDWARE SUGGESTIONS FOR LOCAL NETWORKServer(Based on HP ProLiant ML115 G5)Opteron 1352 2.1 GHzDual Processor or Dual Processor Support8 Gb DDR2 SDRAM preferredSerial ATA Controller250 Gb Hard Drive Serial ATA 150Ethernet, Fast Ethernet, Gigabit EthernetCD Drive or access to Rack CDWindows Server 2003Windows Small Business Server 2003LAN CABLINGSupport Ethernet, Fast Ethernet, Gigabit EthernetP4 min 1.6 GHz2 Gb RAM250 Gb Hard DiskEthernet, Fast Ethernet, Gigabit Ethernet256 Mb Graphics CardWindows Vista, XP or 2000Internet Explorer 6.0 or higherCD Drive15” MonitorKeyboardMouseChapter: Hardware RequirementsWORKSTATIONS11
Chapter: Hardware Requirements** 1 Workstation, with access to data sets, to be equipped with VPN and access forsupport, if required12
INSTALLATIONInstallation must take place on a machine that has been previously installed withWindows 2000 or XP Professional. Workstations also require Internet Explorer 6.0 orhigher.Before you begin the installation process check the hard disk and decide where youwant to install the application. The default directory used during installation isC:\SBAPPS\nnn\ and its sub-directories \DATAFILE and \STATFILE. Software will beinstalled automatically to the workstation. Databases and other folders are locatedin \COMMON\ on the CD. These should be copied to either the server orworkstation in the case of a standalone installation, before running the application. Ifthe application is to be networked, it is recommended that the data files are copiedto the server first and that the users are given read, write and create privileges on allthe folders and their contents. The users should also be given access to this areausing a designated mapped drive. Please note that this application does notrecognise long folder names or spaces in the path name. We recommend that thepath name is kept short e.g. ‘SBAPPS’STARTING THE WORKSTATION INSTALLATION PROCESS - WINDOWS 2000 OR XPFirst close any open programs by displaying the taskbar, if hidden, and right click onthe program button, and click Close on the menu that appearsIf you are installing for the first time from CD-ROM, set-up starts automatically. Youcan skip the following steps, unless the CD-ROM installation does not startautomatically.Click the Start button on the taskbar, then click RunWhen the Run dialogue box appears, type d:\setup, where D is the CD drive. If youhave not already closed any open applications, you may get a message to close thembefore continuing. Click the Install button and follow the instructions.A set-up box will show the path to which the application will be installed. The defaultpath is C:\SBAPPS\nnn\Copy the files located in \COMMON\ to either the PC directory or a location on theserver. NOTE: files copied from a CD will be read only unless the file attributes arechanged (does not apply to Windows XP). It is essential that these file attributesare changed before attempting to run the application.Chapter: InstallationDuring the installation process you can use the mouse to make selections. If you usethe keyboard you can press Tab to select options or buttons. After selecting a checkbox or button with the Tab key, press the Enter key to complete the selection.Pressing Enter is the same as OK. Pressing Esc is the same as Cancel.To begin installing follow these steps:13
Once all the files have been installed on your machine, if you need to change thedefault settings it will be necessary to run the SBSETUP utility, which is describedbelow.DIRECTORY STRUCTURESThe workstation directory structure is as follows:C:\SBAPPS\nnnThis is the main application directory and contains the EXE file and configurationfiles. These are also the files that should be located upon individual workstations, ifthe application is being run in a network environment. This installation method isrecommended in order to gain maximum performance benefits. A subfolder ‘nnn’may also be included when products are being used singlyC:\SBAPPS\nnn\BACKUPThis folder is used for storing backups generated by the internal backup procedure. Ifthis directory is not installed, it will be created automatically by the application.C:\SBAPPS\nnn\ICONSThis folder holds the icons used by the application.C:\SBAPPS\nnn\MANUALThis folder stores a copy of this manual, and any additional User Guides that arerequired to support the individual options that have been purchased. The documentsare in Word 2000 document format as a self-extracting EXE fileC:\SBAPPS\nnn\PRIVATEThis folder contains sub folders. These folders are created the first time theapplication is run at the location specified during installation see PC or Server DataInstallationThe workstation installation should be repeated at each PC that will require access tothe application.Chapter: Installation.\PRIVATE\QUERIESThis contains any letters etc. that have been set up as ‘private’ utilities in theapplication.14
PC OR SERVER DATA INSTALLATIONBefore running the application, copy the following folders which are located on theCD in \COMMON\ to either a server location or to C:\SBAPPS\nnn\ if the applicationis being run as a stand-alone.C:\SBAPPS\nnn\AUTOMATIONThis folder holds master templates of reports, spreadsheets etc. which are used bythe application to create reportsC:\SBAPPS\nnn\CRYSTALREPORTSThis folder is used to store Crystal Reports, which have been included in theapplicationC:\SBAPPS\nnn\DATAFILEThis folder contains all databases storing client and provider details.C:\SBAPPS\nnn\HELPThis directory stores all associated help files for F1 help. These are in HTML formatand require Internet ExplorerC:\SBAPPS\nnn\SHAREDThis folder contains sub folders. The root folder is also used to store files created byusers for use with Crystal Reports.\SHARED\QUERIESThis contains any letters etc. that have been set up as ‘shared’ utilities in theapplication.C:\SBAPPS\nnn\STATFILEThis directory is used to store the list files for use by fields such as ‘District’Once this task has been completed the utility SBSETUP should be run fromC:\SBAPPS\nnn\ to identify the paths that are being used for the folders copiedfrom the \COMMON\ folder on the CD. Before running SBSETUP ensure that thenecessary privileges and drive designation has been completed.SBSETUP is run from the application directory, and the form is shown below:Chapter: Installation.\SHARED\SAVEDOCSthis folder retains a history of user defined documents, reports etc. It is also used bythe application to store copies of DfES Returns and similar key documents.\SHARED\UPDATESThis folder contains new program files, which will have been loaded by a SystemRefresh procedure. This file will be copied automatically to any workstation the firsttime of logging on after a refresh.15
The CD-ROM should then be used to install the software and support files at eachworkstation on which the software will be used. Note that the software cannot berun directly from the server, unless Windows is being run from the server/hostmachine. Installation at each workstation is the recommended solution as this leavesprogram files on the workstation with only data being managed on the server.Before running the application either run SBSETUP, to configure the pathChapter: InstallationThe default installation paths will be shown. To change these paths useto displaythe following ‘directory/folder selector’. First select the drive letter, and then thefolder containing ‘datafile’, ‘statfile’, ‘backup’ or ‘help’ tables.16
information, or copy \SBAPPS\nnn\CIWADMIN.DBF from the first workstation to theserver and then from the server to the individual workstations. If the location of\SBAPPS\nnn\DATAFILE is not on the local PC, then it is essential to reconfigure theODBC connection, see below.CREATING A SHORTCUTIf a shortcut is required on the desktop, please note that the executable programmeis named LOADER.EXE. This executable includes a facility to automatically updateapplication executables if they have been changed since the last time theprogramme was used.INSTALLING A SYSTEM REFRESHFrom time to time SoftBox will despatch to you a ‘System Refresh’. This may be toapply some modifications requested by you, or as part of a general upgrade of theapplication. When a refresh disk set or CD-ROM is received, it is installed in the sameway as the original software. A System Refresh is always installed from aworkstation.When using a CD-ROM it will launch automatically. The Refresh disk will prompt forthe location of the application \SBAPPS\nnn\. Folders .\DATAFILE and .\STATFILEwill then be backed up into date named sub-directories, before new data structuresare installed and data copied to them. A new program file is then installed to theworkstation and to the UPDATES folder, for use by other users.ODBC CONNECTIVITYThe connection uses Microsoft Visual FoxPro Driver (Version 6.01.8629.01)PLEASE NOTE: The version number is important as earlier versions may not containthe require Options (see below).Data Source name nnnDATADescription SoftBox Application DataDatabase Type Visual FoxPro DatabasePath C:\SBAPPS\nnn\DATAFILE\CIW DATA.DBC or network path as appropriateOptions only deleted and fetch data in background required. Exclusive and nullshould not be selected. If they are shown ‘ticked’, this should be removed.Chapter: InstallationODBC connections will be created automatically as part of the installation process. Ifyou wish to run the ODBC administrator, it will be found in Start Settings Control Panel. To view the connections, select System DSN tab card, highlightthe connection name and use Properties17
A second connection for the shared options is required. Follow the same procedurefor viewing the second connection.Data Source name nnnDATACRWDatabase Type Free Table DirectoryPath C:\SBAPPS\nnn\SHARED\ or network path as appropriateOptions only deleted and fetch data in background required.Note that the ODBC connection name is a default setting. If required the connectionname can be changed by using SBSETUP.Chapter: InstallationThe same connection name MUST be used for all installed PC’s, otherwiseconnectivity errors will occur.18
GETTING STARTED This is used to denote a clickon the left mouse button or‘ ‘ is used to signify adouble click. A right mousebutton click is signified by thesymbol . E.g. Cancelmeans click once, using theleft mouse button, on theCancel button on screen. Forms ClientWhen the mouse is used witha key word it signifies menuchoices. For example, Forms Client toindicate select Forms fromthe menu bar and Clientfrom the menu popup that isdisplayed beneath it.TabYou will find it easier if the‘Tab’ key is used to movebetween one data item andthe next, rather than theEnter key. Tab is usually tothe left of the letter ‘Q’ andabove ‘Caps Lock’. Just take amoment to locate it, if youare not sureChapter: Getting StartedTo start the application use the left mouse button to click on Start select Programs,SoftBox Applications, Application Name, Log On. The User ID and Password form isthen displayed. Before entering the User ID/Password details a brief descriptionabout how the information in this training guide is presented.19
Clicking on the Cancel button stops the procedure and the password remainsunchanged.The following initial User ID has been created:STARTERThe initial Password for this User ID is:STARTERPlease note that the new password cannot be the same as the User ID. Otherrestrictions apply to passwords. Please see the section on User ID’s/Passwords.Chapter: Getting StartedBy selecting ‘Change Password’ you will be given a window that allows you to changeyour password. The password that is used cannot be the same as the current one.The maximum ‘life’ of your password is 365 days. Your System Administrator mayhave set a shorter period. When you are given your User ID you will have beenassigned an initial password of STARTER. When you log-in using your new User IDyou will be prompted to change the password. The Password Change window isshown below:20
Chapter: Getting StartedThis User ID gives access to the Administration menu options which are designed toallow the creation of user id’s and menus for general staff use.21
FORM CONTROLSThe application is organised around an ‘application desktop’ of which the standardmenu controls, described in the previous section are part. The desktop howevercontains a number of additional controls, and the individual forms also containcontrols for displaying additional forms.The icons displayed on the tool bars use the latest Windows ‘flat buttons’. Thismeans that all options appear flat and not as raised buttons used in earlierapplications. A disabled button is shown in pale grey. All options that have beenenabled will be shown in black or subdued colour. When the mouse pointer passesover an enabled option the full colour icon is shown and the button is raised. Toselect the raised icon button use as with previous icon tool bars.The icons displayed on a toolbar are controlled as part of the set up of profilesdiscussed in the next section. To maintain a standard, it is recommended that iconscontrolling forms should be placed on the top toolbar, whilst those for actions, e.g.Add are placed on the left toolbar.Each tool bar icon also has a ‘tip’ attached to it. Pausing on the icon will reveal the‘tip’. E.g. the first icon tip is Clients. The first three icons control the most commonlyused forms - Clients, Carers and Resources. Attached to each of these icons is abutton which when activated, displays a list of the last ten records used in thissession. They are displayed in most recent first. The purpose of this is to allow theuser to quickly re-select a record without the need for using trace facilities.The top toolbar should always include the exit icon,is Exit.The ‘cut and paste’ tools when available, are used to exchange details with theWindows clipboard.Additionally, all forms can be controlled using the menu bar as described in thesection ‘General Control Descriptions’. In the sample Administration menu shownbelow a number of options have been included, with the underscored letter shown.Chapter: Form ControlsNavigation within records is always managed by displaying a list of entries for theform, within a list box. This list box will contain details from the record, enabling itsidentification. Once a record has been selected using the form will be refreshedwith the details of the selected record.22
icon is Exit, which is found on the File menu. Both menu pad and menuThepopup options contain an underlined letter. This allows the use of the underlinedletter to execute the required function e.g. A would Add a new record to thecurrent database.Once a form has been brought onto the screen it can be closed by using the OKbutton displayed on the form.To close a form Close or C or Alt F4. You will see this alternative keycombination of ALT and an F key used in a number of circumstances. The maindifference between the different methods is that the ALT key can be used withouthaving first activated the relevant menu. Leaving the record in this way willautomatically save any of the changes that have been made to the information.Active forms also contain controls. The first icon is a ‘Minimise’ facility. The last iconX is used to close a form once data has been entered.Chapter: Form ControlsSome of the data items on forms will have lists attached to them. These areindicated by at the side of the data item. For example, Gender. To activate the listuse . To leave the item blank use Spacebar and Tab .23
SYSTEM OPTIONSOVERVIEWIn this section we will look at a number of options within the application, which willdetermine its appearance to the users.INFORMATION REQUIRED FOR THE EXERCISEDESCRIPTIONRESPONSEAuto Client ReferencesAuto Provider ReferencesYESYESINSTRUCTIONSUse System System Options to display the formSet auto references to YES in both casesChapter: System OptionsClose the form using OK24
25Chapter: System Options
MAINTAINING LISTSOVERVIEWIn this exercise we will examine the method to be used for maintaining look up tablesused by the application. One of the privileges given by ‘Administration’ as part of theUser ID is the ability to amend lists that appear behind such items as Client Category,etc.In this list editor form an additional item is shown in order that a description can beadded to the account code item. Most list items only require a description.Chapter: Maintaining ListsIn this application lists can be maintained centrally, from an Administration option asshown above, or from the form on which the item appears. If access has beengranted to this utility, using on a list item field, also displays the list editor, asshown.26
INFORMATION REQUIRED FOR EXERCISE 1LANGUAGEEnglishOther therINSTRUCTIONSUse System Pick List Builder to display the formSelect LanguageUse Modify Contents to display the list editorUse Add to add new entry and to enable the fieldsEnter the first data item from the table aboveRepeat Add to add subsequent items. When entering additional details,ensure that the correct list item is selected by using to highlightWhen all items are entered use OK to close list editorChapter: Maintaining ListsNote that the contents of the list are now displayed in the pick list contentswindow27
INFORMATION REQUIRED FOR EXERCISE 2DISTRICTCLIENT cal DisabilityLearning DisabilityMental IllnessSubstance AbuseChild ter-in-lawNoneINSTRUCTIONSRepeat the process for the additional list items shown above.Chapter: Maintaining ListsWhen
Chapter: System Administration Training Guide 2. SYSTEM ADMINISTRATION TRAINING GUIDE . SoftBox Limited Atrium House
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