USERS GUIDE FOR THE OWL ACTION ITEM MANAGER (AIM) VERSION 1.0 Copyright 1990 by 'Otto-Williams Ltd. P.O. Box 849 Lanham, MD 20703 SOFTWARE LICENSE AGREEMENT: AIM is a user supported product which is distributed as "Shareware." You may freely copy and distribute this program to other potential users so long as you do not share your registration number with any other users. You may not alter, decompile, reverse engineer, disassemble, or reverse translate or in any other way derive any source code from this product. You may not remove or obscure 'Otto-Williams Ltd's copyright and trademark notices in either hardcopy or machine readable portions of this product. 'OTTO-WILLIAMS LTD. PROVIDES THIS PRODUCT "AS IS" WITHOUT WARRANTY OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF FITNESS FOR A PARTICULAR PURPOSE OR MERCHANTABILITY AND 'OTTO- WILLIAMS LTD. SHALL NOT BE LIABLE FOR ANY TORT, INDIRECT, SPECIAL OR CONSEQUENTIAL DAMAGES SUCH AS LOSS OF PROFITS, OR LOSS OF GOODWILL FROM THE USE OR INABILITY TO USE THE SOFTWARE FOR ANY PURPOSE. SOME STATES DO NOT ALLOW THE EXCLUSION OF IMPLIED WARRANTIES SO THIS LANGUAGE MAY NOT APPLY TO YOU. IN SUCH CASE, 'OTTO-WILLIAMS LTD'S LIABILITIES SHALL BE LIMITED TO A REFUND OF THE PRODUCT'S REGISTRATION FEE. Section 1 Introduction The OWL Action Item Manager (AIM), is intended to assist you in organizing and managing your daily work activities. Specifically, AIM was designed to help track and manage action items either originated by, or assigned to, you. In addition, AIM includes a To Do list and appointment/meeting schedule. While the system is "user friendly", being entirely menu driven, this manual will assist you in becoming more familiar with the program. 1.1 Distribution Disk At a minimum your original disk should contain the following files: AIM.EXE AI.DBF AI.DBT AI.NTX TODO.DBF TODO.NTX ORIG.DBF ORIG.NTX ASGN.DBF ASGN.NTX CAL.DBF CAL.NTX UCONFIG.DBF AIM.TXT README.EXE If your disk does not contain these files, contact your shareware distributor. Note: Some shareware distributors add batch and text files which may assist you in installing and running the program. 1.2 Program Registration AIM is a user supported product which is distributed as "Shareware." While this means that you may freely distribute copies of the program to other potential users, it does not mean that the program is free. Our ability to develop programs such as AIM and provide technical support, depends on program registrations. We receive no compensation from shareware distributors. Send your registration fee of $35.00 plus applicable sales tax to: 'Otto-Williams Ltd. P.O. Box 849 Lanham, MD 20703 You can obtain a printed registration form from the System Setup Menu. Section 2 Getting Started 2.1 Installing AIM Boot your system as you normally do. Place the AIM disk in your A drive and type the following commands: C>MKDIR C:\AIM Creates a subdirectory named AIM on your hard disk to hold the program and data files. C:>CD C:\AIM Sets the current directory to the newly created directory. C:\AIM>COPY A:*.* Copies all files from the AIM disk to the C:\AIM subdirectory. 2.2 Configuring DOS File Handles AIM requires that DOS be configured to handle 20 open files. This is done by the CONFIG.SYS file which resides in the root directory of your boot disk (normally your C: drive). If your boot disk does not contain this file you must create it using an ASCII editor or as follows: C:\AIM>COPY CON: C:\CONFIG.SYS Command to copy from the console to the CONFIG.SYS file in the root directory on the C: drive. FILES=20 CONFIG.SYS command to set up 20 DOS file handles. ^Z Press Ctrl and Z keys together to signal the end of file. If you already have this file, but it does not contain the line "FILES=20" you will have to edit the file using an ASCII editor such as EDLIN to add the line. Consult your DOS manual for instructions on using EDLIN or use your own ASCII editor. After adding or editing the CONFIG.SYS file you must reboot your computer before running AIM. (Press Ctrl-Alt-Del keys together or the reset button). The CONFIG.SYS file does not take effect until the system is booted. 2.3 Starting AIM After installing AIM as instructed above, the program may be run using the following commands: C>CD \AIM Command to change the default directory to "AIM" C:\AIM>AIM Command to run AIM. 2.4 Navigating Menu's AIM is an easy to use menu driven system. There are no commands to type or remember. The user simply selects the desired option from a menu. To select an option, either move the highlight bar to that option using the arrow keys and press the return key, or press the first character (usually a number) of the option you want to select. 2.5 Entering Data Depending on the option selected, screens will appear requesting that you enter data. Data may be in the form of text (such as an action item title), numbers (such as an action item number), or dates (due dates etc.). To enter data, type the data requested. Date fields require that leading zeros be entered for the month and day, eg. (04/09/90). Within a data field you may use the Backspace, Delete, Ins, and arrow keys for editing data. After entering your data, press the return key to proceed to the next field. If you press the Return, Tab, or Down Arrow keys without entering any data, the current data will be retained and the cursor will move to the next field. To move to a previous field, press the Up Arrow key or Shift-Tab. 2.6 The Main Menu The main menu contains the following seven options. 1. Action Items Used to add, edit, delete and browse action items. 2. To Do List Used to add, edit, delete and browse your To Do list. 3. Appointments Used to add, edit, delete and browse appointments. 4. Reports Used to generate all on screen and printed reports. 5. System Setup Used to enter the program registration number, print the registration form and choose display colors. 6. File Maintenance Used for purging old data (closed action items etc.) from data files. 7. Quit Program Exit program and return to DOS. Each of these options, except "Quit Program" calls a secondary menu. A detailed description of each of these options is provided in Sections Three through Eight. Section 3 Action Items 3.1 Definitions Action Item Differentiated from To Do items in that action items are numbered, have a defined originator and a defined person or organization who is responsible for completing the action by a specified date. Originator The person or organization to whom the action item is owed. Assignee The person or organization responsible for completing the assigned action. Title A brief description of the action item. Original Due Date The date on which the action was initially due. Current Due Date The date on which the action is now due. This reflects any schedule changes accepted by the originator. Delivery Date The date the completed action item was delivered to the originator. Date Closed The date the action item was accepted by the originator as completed. Comments This is a free form text file associated with a particular action. This file is printed with the action item detail and assignment memo reports. This file is also used for entering a description of work to be performed, and a description of the action item resolution or actual work performed. 3.2 Action Item Menu The action item menu contains seven options which enable the user to add, edit, delete and browse action items stored in the database. These options are described in the following sections. 3.2.1 Add Action Item After selecting this option, a menu of existing action item originators will be displayed. If the appropriate originator appears in the menu, select that originator by using the arrow keys and pressing return. If the originator is not currently listed, select "< New Originator >" and enter the originator's name in the space provided. After selecting the originator, a menu of existing action item assignees will be displayed. Follow the above procedure to select the assignee or "< New Assignee >" as appropriate. Following selection of the originator and assignee, the Action Item data entry screen will be displayed. Using the originator and assignee menus, you may elect to change the originator or assignee (this will re-display the originator or assignee menus as described above) or continue with data entry. Enter the data as requested. Actions are automatically sequentially numbered by originator. You may elect to change the action item number. Be sure to enter both the original due date and the current due date. These should normally be the same when adding a new action item. The program will not accept a blank original due date. If you do not add a current due date, the program will automatically assume that the current due date is the same as the original due date. Pressing "Y" in the view/edit comments field displays the full screen text editor for entry of your action item specific comments. While this is free form and you can use it however you see fit, we recommend that comments be entered as follows: Work to be Performed: . Action Item Resolution: < Type in a description of the work actually performed or the answer to the action item. > The following keys may be used to edit the comments text: Arrows Move up, down, left or right Ctrl-Left/Right Move left or right one word Home/End Move to left or right side of line Ctrl-Home/End Move to top or bottom of page PgUp/PgDn Move up or down one page Ctrl-PgUp/PgDn Move to top or bottom of comments Del Delete character BackSpace Delete character-left Ins Toggle insert/over type mode Ctrl-Y Delete line Ctrl-T Delete word Ctrl-B Reform paragraph Ctrl-W Save and exit from comments Esc Exit comments without saving changes. After entering the action item data, you will be asked if you want to accept the changes. A "Y" response will save the action item and return you to the action item menu. An "N" response will allow you the option of either re-editing the action item or aborting any data you entered. 3.2.2 Edit an Action Item This option permits the user to make changes to an existing action item. After selecting this option, a menu appears displaying all action items in the database. The items are displayed in order by originator and action item number. Select the action item from the menu by moving the highlight bar to that item and pressing return. The action item data entry screen for the selected item will be displayed. You may then edit the action item as described above for adding an action item. 3.2.3 Delete an Action Item This option permits you to delete individual action items. When you select this option, a menu appears which displays all action items in the database by originator. After selecting the action item you want to delete, the action item will be displayed in the format of the action item data entry screen. You may then choose to proceed with deleting the action item or retain it in the database. 3.2.4 Browse Action Items This option allows you to view the list of actions items in the database by originator, item number, title and due date. Press the return key to return to the action item menu. 3.2.5 Rename Originator This option allows the user to transfer all action items from one originator to another. This is a global change which can be used to quickly update your files should you experience organizational or personnel changes. After selecting the option, a menu of current action item originators will appear. After you select the name of the originator you want to change, a menu of replacement originator's will appear. Select your new originator. Select "< New Originator >" to enter an originator name which does not currently exist.. After making your changes a verification screen will appear displaying your selections and allowing you to proceed with or cancel the replacement. If you elect to proceed, all actions originated by the first selection will be changed to being originated by the second selection and the first selected originator will be deleted from the originator list. WARNING: When you make an originator change the original action item number assigned to an item will not change. Therefore, unless you edit these actions further you may have duplicate action item numbers. HINT: This option may also be used to correct a misspelled originator name. 3.2.6 Rename Assignee This option allows the user to transfer all actions from one assignee to another. As with 3.2.5 this is also a global change. Follow the procedure as outlined above for renaming an originator, to rename assignees. Section 4 To Do List 4.1 Definitions Start Date The date on which you intend to start the To Do item. Priority Level The relative priority of the To Do item ie. (A, B, C, etc. or 1, 2, 3, etc.). Alphabetic priorities will sort below numeric priorities. Description A one line description of the To Do item. Completion Date The date when the To Do item was completed. 4.2 To Do Menu The To Do menu contains 4 options which will allow the user to add, edit, delete and browse To Do items. These options are described in the following paragraphs. 4.2.1 Add a To Do Item This option permits the user to add items to the To Do database. When selected the system displays the To Do data entry form. The start date is set to the current system date by default but may be changed by the user. Enter data in the appropriate fields using A, B, C, etc. for the priority level. On reports, open To Do items are sorted by start date and priority. 4.2.2 Edit a To Do Item This option permits the user to update items in the To Do database. When selected, the system displays a menu which permits the user to select either open or closed To Do items. This is followed by a menu containing a list of all open or closed To Do items, depending on the previous selection. To Do items are listed in order by start date and priority. After selecting the appropriate item, the To Do data entry form will be displayed with the current data for that item. The user may then update one or more fields as needed. 4.2.3 Delete a To Do Item This option permits the user to delete individual items from the To Do database. When selected, the system displays a menu which permits the user to select either open or closed items. This is followed by a menu containing a list of all open or closed To Do items, depending on the previous selection. After selecting the appropriate item to delete, the item will be displayed on the To Do data entry form. The user may then elect to either proceed with deleting the To Do item or may elect to retain it. 4.2.4 Browse To Do Items This option permits the user to view an abbreviated list of To Do items. When selected, a list of all items in the To Do database is displayed. Press enter to return to the To Do menu. Section 5 Appointments 5.1 Definitions Appointment Date The date of the appointment or meeting. Start Time The time of day (HH:MM Am or Pm) when the appointment or meeting is to start. End Time The time when the appointment or meeting is due to end. Description A one line description of the appointment or meeting. 5.2 Appointment Menu The Appointment menu contains 4 options which allow the user to add, edit, delete and browse appointments. These options are described in the following paragraphs. 5.2.1 Add an Appointment This option permits the user to add appointments to the database. When selected, the system displays the Appointment data entry form. The appointment date is set to the current system date by default but may be changed by the user. Enter data in the appropriate fields being sure to enter the A or P in the Am/Pm time fields. NOTE: Noon is 12:00 Pm and midnight is 12:00 Am. The program will not accept invalid dates or times. The program will not check to ensure that the end time of appointments is after the start time. This check will need to be performed manually by the user. After adding an appointment, the program will display a list of current appointments with the added appointment at the top of the list. This is done to permit you to immediately check for conflicting appointments. Press return when you are finished viewing the list. 5.2.2 Edit an Appointment This option permits the user to update appointments in the database. When selected, the system requests that you enter the date of the appointment you want to edit. After entering a date, the system displays a menu of all appointments with the selection bar positioned to the first appointment on the entered date. You may page up or down through the appointments menu and select an appointment on any other date. After selecting the appropriate appointment, the Appointment data entry form will be displayed with the current data for that appointment. The user may then update one or more fields as needed. After editing an appointment, the program will display a list of current appointments to permit you to check for schedule conflicts. 5.2.3 Delete an Appointment This option permits the user to delete individual appointments. As in editing an appointment, this option first requests the user to enter the date of the appointment to delete, followed by a menu of appointments on that date. After selecting the appropriate appointment to delete, the appointment will be displayed on the Appointment Data Entry form and the user may elect to either proceed with deleting the appointment or may elect to retain it. NOTE: If you enter a date on which you have no appointments, the appointment selection menu will be placed on the first appointment in your data file. 5.2.4 Browse Appointments This option permits the user to view an abbreviated list of appointments. When you select this option a list of all appointments is displayed with the first appointment in your data file highlighted. You may page down through the Appointments list to view all appointments in your file. Press enter to return to the Appointments menu. Section 6 Reports Aim provides for eight different reports which can be displayed on the users monitor or printed. Five of the reports are action item reports which are accessed via a sub-menu when the action item reports option is selected. 6.1 Action Item Reports 6.1.1 Assignment Memo This report prints a memo to the assignee from the originator of a selected action item. The memo takes the form: To: Assignee Name Date: 00/00/00 From: Originator Name Subject: Action Item Assignment The following action item is hereby assigned to your responsibility: ACTION ITEM #: 1 TITLE: The action item title/description DATE DUE: 00/00/00 (The current date due) . . . . . . . . Any entered comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . The comments field of the action item should be used to provide the assignee with any details necessary to perform the assigned work. 6.1.2 Status by Originator This report provides a listing of the current status of all action items. A separate page is printed for each originator such that the report may be easily separated and forwarded to originators. The report lists the action item number, title, assignee, current due date, and status. The status will be shown as one of the following: OPEN, DELV'D (delivered), CLOSED, LATE, and DUE + N. The "DUE + N" status is output when the action item is due within one week, where N is the number of days until the action item is due. 6.1.3 Status by Assignee Like the status by originator report, this report provides a listing of the current status of action items except that a separate page is printed for each assignee. It is primarily intended as a reminder (or tickler) to keep action item assignees advised of upcoming due dates. The report lists the action item number, title, originator, current due date, and status. 6.1.4 Detail Report The action item detail report provides a listing of all data associated with an action item. When you select this option, you will obtain a list of all action items. You can then select the action item on which you want a detailed report. The report is printed in memo form as follows: To: Originator Name Date: 00/00/00 From: Assignee Name Subject: Action detail report for action item # 1 TITLE: The action item title/description Status: OPEN Date Assigned: 00/00/00 Original Due Date: 00/00/00 Current Due Date: 00/00/00 Date Delivered: 00/00/00 Date Closed: 00/00/00 . . . . . . . . Any entered comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Depending on what is entered in the comments field of the action item, this report may be used for detailed status reporting (a description of what has been accomplished, problems encountered, request for extension, etc.) or to provide the resolution of an action item. 6.1.5 Assignee Statistics The assignee statistics report provides a listing of the on-time performance of each assignee over a specified period of time. For the time span selected, the report lists the total number of action items delivered, the number on-time, the number late, the percent late, and the average number of days the delivered action items were late. Assignee statistics are computed using the current due date and the date delivered. HINT: If you regularly delete closed action items, the statistics will not be accurate. We suggest that regular reporting periods be established (monthly, quarterly) and closed action items retained in the database for that period. After running the report for the established reporting period, you may then delete closed action items for that period using the file maintenance menu (see Section 8.3). 6.2 To Do Listing The To Do report provides a listing of incomplete To Do items which are scheduled to start before or within the selected time span. The report lists the priority, description, and start date for each to do item. Items are sorted by start date and priority. 6.3 Appointment Calendar The Appointment calendar provides a listing of appointments for a specified time span. The report lists the appointment date, start time, end time and appointment description sorted by date and start time. 6.4 Composite Report The composite report combines the Appointment calendar, To Do list, and the Action Item status by originator for a specified date. Only those action items which are due or late are listed. Section 7 System Setup The system setup menu provides options to select various color combinations (if you have a color monitor), print out an AIM registration form and enter your user registration number to enable printing of reports after the initial trial use period has expired. 7.1 Select Color Set When you select this option, a screen containing five different color combinations is displayed. Enter the number of the color combination you desire. HINT: If a color set has been selected which does not display properly on your monitor use the following procedure to reset the color. 1 Run AIM 2 Press Return 3 If you have not entered your registration number: Press Return again. 4 Press 5 5 Press 1 (The color selection screen will be displayed). 6 Select an appropriate color set (use 1 for mono monitors). 7.2 Program Registration When you select this option, a screen containing the registration data entry form appears. Enter your name and registration number. Note that the registration number will not be accepted unless typed exactly as printed on your return registration letter. 7.3 Print Registration Form When you select this option, a screen containing the AIM registration form is displayed. Enter the information requested. When you have entered the requested information, the form will print automatically so you should have your printer on before you start. For Maryland residents, a 5 per cent sales tax will automatically be computed on your form. Section 8 File Maintenance The file maintenance menu provides options to initialize data files; delete obsolete To Do items, action items and appointments; and re- index data files when an abnormal shut down has occurred. 8.1 Initialize Data Files After experimenting with AIM for a period of time, you may decide that you would rather start over with empty data files rather than go back and individually delete your test data. The initialize data files option deletes all data from all files. 8.2 Delete Completed To Do's This option deletes To Do items which were completed before a specified date. After selecting the option, enter the date and review the warning screen to insure that you have properly entered the date before proceeding with the deletion. 8.3 Delete Closed Action Items This option deletes action items which were closed prior to a specified date. After selecting the option, enter the date and review the warning screen before deciding to proceed with the deletion. 8.4 Delete Expired Appointments This option deletes appointments which were scheduled prior to a specified date. After selecting the option, enter the date and review the warning screen before deciding to proceed with the deletion. 8.5 Re-index All Files This option recomputes the indexing on all data files. In the event that some of your data appears to be missing or out of order, this option will re-index all data files insuring that data which has not been deleted is properly displayed.