001001
!!!Welcome to the Action Management System
001002
Welcome to the Action Management System or AMS for short.  I believe that
001003
you will find it a great tool for improving both your productivity and
001004
that of your work group.  The Action Management System or AMS for short
001005
is a personal computer based management system that allows three levels
001006
of management to track assigned work activities or action items. The
001007
system includes the following features:
001008
001009
+ Program and management concept proven through workplace experience
001010
+ Easy to use menu driven program requires little training to learn...by
001011
boss, employee, or secretary
001012
+ Traveler format allows easy copying and distribution of action items
001013
and related documents
001014
+ Flexible features allow AMS to accommodate one's management style
001015
either writing action items directly on the computer or travelers
001016
+ Easy to read printed reports for three levels of management: manager,
001017
supervisor, and employee.
001018
+ Reports show action items in the order they are to be completed with
001019
special banners for items that are late, due this week, and due after
001020
this week
001021
+ Management summary reports to show status of late items and workload
001022
distribution
001023
+ Reports keyed on item type code
001024
+ Reports keyed to action item priority
001025
+ Record of completed items provides historical record of employee
001026
actions or actions in support of a particular activity
001027
+ Historical reports that assess workload, employee performance on
001028
completing items on time and lists of completed items by supervisor,
001029
employee, or type code
001030
+ Automatic scheduling of periodic or repetitive action items
001031
+ Directory to track and check Type Codes to insure consistency from item
001032
to item upon item entry
001033
+ Flexible program format with many options allows changes in format
001034
based organizational needs
001035
+ Provides method for action item status feedback to management
001036
+ A tutorial with demonstration files that can be swapped with real files
001037
to allow experimentation
001038
+ Word wrap, extended fields and a spelling checker for action and status
001039
fields expand the functionality
001040
001041
Most important AMS can become an integral part of your management system
001042
that helps everyone get the job done on time.
001043
001044
A brief word about conventions.  Words or letters in quotes when entered
001045
should be entered without the quotes unless specifically stated
001046
otherwise.  The same goes for the greater than and less than signs, (<>),
001047
that are used to indicate a menu option.
001048
001049
Where should you go from here?  Next I would suggest that you read the
001050
Chapter: Getting Started which has important information about program
001051
setup, registration, and licensing.  Next read the Chapter: Managing
001052
Action Items with AMS.  This chapter explains how AMS is intended to fit
001053
into the management environment and is a key to the successful use of
001054
AMS. Then read and do the Chapter: The AMS Tutorial.  The tutorial will
001055
give you a good basic understanding of AMS. These are the next 3
001056
chapters.
001057
001058
Thanks for using AMS.    Bill Tucker
001059
[End of Chapter]
002001
!!!Getting Started with AMS
002002
This chapter provides the information you need to setup and get started
002003
using AMS.  It includes:
002004
002005
The Shareware Concept
002006
Registration, Disclaimer, Agreement, and Limitations
002007
Initial Program Installation
002008
Update to New Program Revision
002009
Program Startup
002010
002011
***The Shareware Concept
002012
002013
Shareware distribution gives users a chance to try software before buying
002014
it.  If you try a Shareware program and continue using it, you are
002015
expected to register.  Individual programs differ on details.  With
002016
registration, you get the simple right to continue using the software.
002017
Copyright laws apply to both Shareware and commercial software, and the
002018
copyright holder retains all rights, with a few specific exceptions as
002019
stated below.  Shareware authors are accomplished programmers, just like
002020
commercial authors, and the programs are of comparable quality.  (In both
002021
cases, there are good programs and bad ones!)  The main difference is in
002022
the method of distribution.  The author specifically grants the right to
002023
copy and distribute the software, either to all or to a specific group.
002024
002025
Shareware is a distribution method, not a type of software.  You should
002026
find software that suits your needs and pocketbook, whether it's
002027
commercial or Shareware.  The Shareware system makes fitting your needs
002028
easier, because you can try before you buy.  Because the overhead is low,
002029
prices are low also. Shareware has the ultimate money back guarantee that
002030
is if you don't use the product, you don't pay for it.
002031
002032
***Registration, Disclaimer, Agreement, and Limitations
002033
002034
The registration form may be printed from the shareware screen displayed
002035
on program start up by entering a "Y" or by entering Option “X” from the
002036
Main Menu.  Please print and complete the registration form.  When I
002037
receive your registration and the applicable fee I will send instructions
002038
for disabling the shareware screen.
002039
002040
Users of the Action Management System must accept this disclaimer of
002041
warranty: "The Action Management System is supplied as is.  The author
002042
disclaims all warranties, expressed or implied, including, without
002043
limitation, the warranties of merchandisability and of fitness for any
002044
purpose. The author assumes no liability for damages, direct or
002045
consequential, which may result from the use of the Action Management
002046
System."
002047
002048
The Action Management System is a "shareware program" and is provided at
002049
no charge to the user for evaluation.  Feel free to share it with your
002050
friends, but do not give it away altered or as part of another system.
002051
Such shared copies must be in the compressed self extracting file that
002052
includes all the unaltered files that it contains.
002053
002054
The concept of "user-supported" software is to provide personal computer
002055
users with quality software without high prices, and yet to provide an
002056
incentive for programmers to continue to develop new products.  If you
002057
find this program useful and find that you are using the Action
002058
Management System and continue to use the Action Management System after
002059
a reasonable trial period, you must make the registration payment.  The
002060
registration fee will license one copy for use on any one computer at any
002061
one time.  Treat this software just like a book.  This software may be
002062
used by any number of people and may be freely moved from one computer
002063
location to another, so long as there is no possibility of it being used
002064
at one location while it's being used at another. Just as a book cannot
002065
be read by two different persons at the same time.
002066
002067
Commercial users of the Action Management System must register and pay
002068
for their copies of the Action Management System within 30 days.
002069
Evaluation copies of the Action Management System may be distributed
002070
provided the cost is $10.00 or less and the program is distributed in an
002071
unmodified form as described above.  This is not to be construed as
002072
representing the registration fee which must still be paid as described
002073
above.
002074
002075
You are encouraged to pass a copy of the Action Management System along
002076
to your friends for evaluation.  Please encourage them to register their
002077
copy if they find that they can use it. All registered users will receive
002078
a copy of the latest version of the Action Management System.
002079
002080
***Initial Program Installation
002081
002082
This section covers both initial program installation.  If you have
002083
already installed AMS and are installing an updated version skip to the
002084
next section to install a program update.
002085
002086
Before proceeding you may want to check the basic system hardware and
002087
software requirements for AMS which are described in a later Chapter:
002088
Hardware Requirements.
002089
002090
Make a backup copy of your AMS files.  Consult your Operating System User
002091
Guide and Reference for detailed procedures.
002092
002093
AMS is provided in several formats.  The first is a self extracting file
002094
of the format AMSxxx.EXE where xxx is the version number.  The second is
002095
as a ZIP file using the PKWARE compression system and having the format
002096
AMSxxx.ZIP where xxx is the version number.  (Bulletin Board System
002097
Operators may change the names to conform to their naming conventions.)
002098
002099
If AMS is in the ZIP format place the compressed file in a convenient
002100
directory on your hard disk drive other than the root directory.
002101
Decompress the file using appropriate procedures for your system.
002102
002103
If you are installing AMS using the self extracting format it is
002104
installed as follows: Place the installation diskette in an available
002105
drive which will usually be either "A" or "B". Select the drive in which
002106
the diskette is placed by entering: "A:" and press the enter key.  (On
002107
some machines the "Enter" key may also be labeled "Return".)  Then copy
002108
the compressed self extracting file into a convenient directory of your
002109
choosing on the hard disk.  (AMS may be installed from a directory
002110
designated \AMS.  This will save disk space during installation.)
002111
002112
A:\COPY AMSxxx.EXE C:\TEMP
002113
002114
Set the current directory to the directory in which it resides:
002115
002116
C:\CD\TEMP
002117
002118
Extract the files by typing the file name (the xxx should be replaced
002119
with the file Version number) and pressing "Enter":
002120
002121
AMSxxx  "Enter"
002122
002123
The decompressed files will be placed in the current directory after the
002124
extraction is complete.
002125
002126
To install AMS type "INSTALL" followed by a space and the letter of the
002127
drive on which the program is to be installed.  As this will usually be
002128
"C" drive it will be so assumed for the rest of this discussion and the
002129
entry should look like this:
002130
002131
INSTALL C "Enter"
002132
002133
This command will automatically install the program on drive "C" in
002134
directory "C:\AMS" and a small batch start up file "AMS.BAT" will be
002135
placed in the root directory "C:\".  If you decompressed the files in the
002136
\AMS directory and are running INSTALL.BAT from that directory you will
002137
reecive the warning “File cannot ber copied onto itself” which is normal
002138
and can be ignored.
002139
002140
When the file installation is complete AMS will initiate a start up
002141
sequence that consists of several screens that provide details for basic
002142
program configuration.  Follow the instructions on the screen.  At the
002143
last screen save the configuration entered as instructed.  If a
002144
dictionary has not been installed before AMS will index the dictionary
002145
which will take some time especially on slower machines.  (If you used a
002146
temporary directory to extract the files at the completion of the
002147
installation you may erase the files in the temporary directory where
002148
they were extracted.)
002149
002150
A shareware and registration screen will then be displayed. Print a copy
002151
of the Registration form by pressing "Y".  Then press any other key to
002152
display the title and password screen.  If a password was selected you
002153
must enter it exactly and press "Enter".  If no password was entered just
002154
press enter and the program Main Menu will be displayed.
002155
002156
This will install the program files and demonstration files in the \AMS
002157
directory.
002158
002159
Although AMS is a DOS based program it may be run from Windows.  To
002160
facilitate this an ICON file and a PIF file have been placed in the \AMS
002161
directory. Complete the following steps to add the AMS program and icon
002162
to a windows menu window:
002163
002164
1. Use the "FILES" Option from the Windows Program Manager window, and
002165
select "NEW".
002166
2. Select the "ITEM" block.
002167
3. In the "TITLE" block enter "AMS".
002168
4. In the "Program" block enter "C:\AMS\AMS.PIF". (This assumes that the
002169
drive on which AMS is located is C, if it is another drive substitute
002170
the letter for that drive for C.)
002171
5. Select the "ICON" option, then "BROWSE" and find the icon file
002172
(AMS.ICO) in the \AMS Directory and select it.
002173
6. Save the above information and the AMS icon will be    displayed on
002174
the selected window.
002175
002176
It should be noted that AMS must be run with CONFIG.SYS file minimum
002177
settings of at least BUFFERS=8 and FILES=45. These settings will be
002178
checked during the installation process but if these minimum settings are
002179
not met AMS may not run properly.  These setting also depend on your
002180
system and the software you paln to run.
002181
002182
This completes the basic program installation. To fully utilize AMS you
002183
should complete the following:
002184
002185
+ Read the next Chapter: Managing Action Items With AMS.  This provides
002186
an important prospective on how to integrate AMS into your management
002187
environment.  You may want to print this chapter by selecting the
002188
chapter form the Help Menu then selection option <C> to print this
002189
single chapter.
002190
002191
+ Read and complete the Chapter: The AMS Tutorial and Demonstration
002192
Files.  This will take about a half hour but is much easier then trying
002193
to read the Users Manual!  You may want to print this chapter by
002194
selecting the chapter form the Help Menu then selection option <C> to
002195
print this single chapter.
002196
002197
+ If you desire to set advanced program options read through the Chapter:
002198
Program Setup Menu.  This will tell you how to setup advanced program
002199
features.
002200
002201
+ If you desire print the AMS User’s Manual using Option <!> form the
002202
Help Menu.  This will print the entire On-line Help in the form of a
002203
User’s Manual.  If this is done it will include the two chapters
002204
mentioned above and they need not be printed separately.
002205
002206
***Update to New Program Revision
002207
002208
This procedure assumes that AMS is already installed on your system in
002209
directory \AMS.
002210
002211
Place the compressed file in the \AMS directory or other convenient
002212
directory and extract the AMS program files from the compressed file.  It
002213
you extract the new files in the \AMS directory you will overwrite some
002214
of the files of the previous version but no harm will be done as the data
002215
files will not be damaged. When you are asked if you want to overwrite
002216
previous files answer yes so the new files will overwrite the old.  (If
002217
you are unsure on how to do this see the section above.)
002218
002219
To update AMS shift to the directory in which the AMS update file resides
002220
and type "UPDATE" followed by a space and the letter of the drive on
002221
which the program is to be installed. Then press the "Enter" key.
002222
Assuming AMS will be installed on the "C" drive the entry should look
002223
like this:
002224
002225
UPDATE C "Enter"
002226
002227
This program will copy the new files into the \AMS directory (if other
002228
then the directory in which they were extracted).  The new files will be
002229
copied over the old program files but will not heart any data entered
002230
under a previous version of AMS.
002231
002232
IMPORTANT NOTE: If you update from an earlier version it should be noted
002233
that AMS must be run with CONFIG.SYS file minimum settings of at least
002234
BUFFERS=8 and FILES=45.  These settings will NOT be checked during the
002235
update process but if these minimum settings are not met AMS may not run
002236
properly.  The CONFIG.SYS file should be checked and updated.  Then the
002237
computer should be rebooted before running AMS.
002238
002239
If you update AMS from a version before 5.00 an ICON and PIF file have
002240
now been included in the \AMS directory and may be used to run AMS from
002241
windows.  Windows installation is described above.
002242
002243
Now start the program as normal and the appropriate changes will be
002244
incorporated automatically upon the first program start up. A brief
002245
review of the version changes is included in the Chapter: Program Update
002246
Summary.  This completes program update.
002247
002248
If you update from a version before 5.00 you must pay an update fee and
002249
obtain a new license.  Fees are indicated on the registration form.  Your
002250
old serial number and key will not work.
002251
002252
***Program Startup
002253
002254
Start AMS by entering "AMS" and pressing the enter key:
002255
002256
AMS "Enter"
002257
002258
This will start the Action Management System Program. If the program has
002259
not been registered a shareware and registration screen will appear.
002260
Press any key other then "Y" to proceed.  A title, copyright, and
002261
password screen will be displayed and a password will be requested if one
002262
has been entered.  If no password has been entered just press "Enter",
002263
and the Main Menu will be displayed.  If a password is installed it will
002264
be necessary to enter the password before pressing "Enter".  The password
002265
must be entered exactly using capital letters and small letters.  These
002266
letters will not be displayed as they are entered for security.
002267
[End Chapter]
003001
!!!Managing Action Items with AMS
003002
This section provides an overview of how to make AMS work for you!
003003
003004
The basic concept on which AMS is based is described;  however through
003005
the years AMS has evolved so there is a great deal of flexibility to use
003006
it in many ways.  A few of these are described at the end of this
003007
chapter.  As you read this chapter think about how you can integrate AMS
003008
into your work environment.  Even thought some screens and menu keys are
003009
mentioned in this chapter the important ideas are in the management
003010
concepts, the details of program operation will become clear when you do
003011
the tutorial in the next chapter.
003012
003013
The Action Management System is intended to provide an integrated
003014
management system to easily keep track of action items, tasks, or work
003015
assignments assigned to various people.  Each action item typically
003016
includes a tracking number, the name of the person responsible for
003017
completing the action, a title, a description of the required action, the
003018
status of the action, and a date the action is due to be completed.  The
003019
system may be print in a number of reports that allow both the assigned
003020
individual and supervision to quickly assess the status of all items.
003021
The key working reports are printed so that items are in the sequence in
003022
which the are due to be completed.  Banners on these reports alert one to
003023
which items are late, which are due this week, and which are due after
003024
next week.  As work on an assignment progresses status may be added to
003025
each action item or a summary of results achieved may be entered when the
003026
task is completed.
003027
003028
In a typical work environment AMS might be setup and used as follows:
003029
003030
1. ACTION ITEM ASSIGNMENT:  Action items are assigned using assignment
003031
sheets or travelers that are either hand written or composed on the
003032
computer and printed. Assignment sheets can be printed with Option "V"
003033
from the Main Menu. These assignment sheets would include as a minimum
003034
the name of the person to whom action is assigned, the action item
003035
number, a short title, description of the action, and the date it is due
003036
to be completed.  A copy of the traveler and any supporting documentation
003037
such as a letter, project file, or report is routed to the responsible
003038
individual.  A copy of the traveler is kept for data entry.  The sheets
003039
are normal paper size to facilitate copying along with attached material
003040
for routing and copy distribution.
003041
003042
2. ENTER ACTION ITEMS IN THE COMPUTER:  The action item is entered in the
003043
computer using option "A" (for Add) from the Main Menu. This may be done
003044
as part of step 1 above at which time a traveler may be printed by the
003045
computer with the pertinent information saving a step.  Typically copies
003046
of action items might be saved and data entered Friday afternoon.
003047
003048
3. PRINTING PERSONAL AND SUPERVISOR REPORTS:  After items have been
003049
entered two key reports are printed.  (To display the Active Items Report
003050
Menu select option "1" from the Main Menu. From this Menu two key reports
003051
should be printed using options "C" and "E".)  The first report provides
003052
a list of all action items listed by due date to be used by the group
003053
supervisor. The second report prints a list of action items for each
003054
person assigned items in the work group. These personal lists start on a
003055
new page for each person and are listed by due date also.  These personal
003056
lists can then be split up and distributed to the responsible persons to
003057
be used as a planning tool. Changes and new items should be received by
003058
noon on Friday so they can be entered during the afternoon and reports
003059
distributed so they are available early Monday morning.
003060
003061
4. USING THE PERSONAL ACTION ITEM LISTS:  Each person with action items
003062
assigned should have a list of his actions available at the start of the
003063
week on Monday morning.  This list will include all items assigned
003064
listed, in the order that they will be due.  Special banners are placed
003065
in the listing ahead of the items that are Overdue, Due This Week, and
003066
Due After This Week to assist in planning.  No Overdue banners should
003067
show up and if one works off the items under the Due This Week flag by
003068
the date they are due and this should keep the boss happy.  As items are
003069
completed the responsible person should mark the date completed and fill
003070
in any appropriate notes on the status of the various items.  This can be
003071
done on either the weekly listing or on the travelers used to distribute
003072
the action items. In addition one can mark up the report to show status
003073
of items not completed so it will be recorded on the next item listing.
003074
Then by noon Friday the list and travelers with status and completed
003075
information should be turned in for computer data entry.  (Options "I",
003076
"R", and "S" from the Main Menu will be used to enter this data.)
003077
003078
5. SUPERVISOR USE OF THE FULL ACTION ITEM LIST: The full action
003079
item list (obtained with Option "C" as described in step 3 above) is
003080
intended to be used by the group supervisor to provide a composite list
003081
of all action items due for all the individuals in the group. This
003082
listing is printed in the order the items are coming due and also printed
003083
with the Overdue, Due This Week, and Due After This Week banners.  The
003084
supervisor can use this list in staff meetings to highlight items due, to
003085
monitor and expedite completion of expected items, and to review status
003086
provided on weekly status reports.  Also at the end of this report a
003087
summary report is provided that lists each responsible individual and the
003088
number of action items that are overdue, due this week, and due this next
003089
week.  This can show who is overdue on assigned items and also help
003090
assess individual work loads.  Each action item can be assigned a type
003091
code to assist in managing the action items. The type can be a 5 letter
003092
code indicating the source of the action item. The codes may be a
003093
person's initials, an organization’s initials, or a special code
003094
developed by the group.  The summary also provides a listing of the
003095
number of active action items by type code to help the supervisor assess
003096
sources of the group's work load.
003097
003098
6. COMPLETED ACTION ITEMS:  As items are completed they are assigned a
003099
completed date.  When the completed date is assigned to an item and
003100
entered into the computer the completed item will be transferred from the
003101
active file to the historical file.  They will not appear on the active
003102
item reports discussed above but can be retrieved from the Historical
003103
file using the reports available from the Historical Report Menu (that is
003104
accessed using Option "2" from the Main Menu).  The completed action
003105
items can be listed in various reports for later reference. Reports allow
003106
completed items to be reviewed to assist in writing personnel
003107
evaluations, to retrieve items by type and reference, or to retrieve
003108
items by action item number.
003109
003110
6. PERIODIC ACTION ITEMS:  Some items are repetitive in nature such as
003111
monthly reports, preventative maintenance, and personnel performance
003112
evaluations.  Rather then entering them each time they can be entered
003113
once using the Periodic Action Item Menu, (Options "P" from the Main
003114
Menu).  Then each time they are come due an appropriate item will be
003115
added to the active item list.  This will help keep them from being
003116
missed, and prevent repetitive action item entry into the computer.
003117
003118
7. TYPE DIRECTORY:  The type code allows one to assign a 5 letter code to
003119
each item.  These codes allow items to be sorted and printed to meet
003120
special needs.  The Type Directory helps check type codes against a
003121
standard list of codes to keep their use organized.
003122
003123
The material above describes one way to use AMS, but there are many more.
003124
To give you ideas on how to best use AMS a few ideas are listed below:
003125
003126
1. Use AMS to obtain a listing of projects a person has completed when
003127
written quarterly or annual personnel evaluations.  The Historical
003128
Summary Report will tell you how many were completed on time.
003129
003130
2. Use the full listing by due data as part of the weekly staff meeting
003131
agenda to check on items due and obtain status.
003132
003133
3. Use type code to obtain a listing of all tasks related to a particular
003134
project or source.  If sources are coded you can tell where your workload
003135
is coming from.
003136
003137
4. Use the status to maintain an ongoing log of task progress and
003138
history.
003139
003140
5. Use the periodic scheduling feature to remind people of periodic
003141
reports, personnel evaluations, maintenance activities, birthdays,
003142
anniversaries, meetings, or preparation for and input for any of there
003143
items.
003144
003145
6. To do list.  Each employee can add items to his weekly assignment
003146
sheet that he is assigned outside the formal assignment process.  This
003147
allows the boss to see the emergent tasks that may keep other things form
003148
getting done.
003149
003150
A number of other features help make AMS easy to use.  The demonstration
003151
files can be placed in service from the Main Menu.  The Help Menu is
003152
available from the Secondary Menu, Search Menu, Modify Historical Files
003153
Menu, both Report Menus, the Periodic Item Menu, and the Type Menu.  The
003154
help information system is covered in more detail in another chapter.
003155
003156
SUMMARY:  This system is structured around due dates assigned to action
003157
items. If a project stretches out change the due date.  If the action
003158
changes change the description to clearly describe the task. Be sure that
003159
no Overdue items show up on the report, items should be completed or new
003160
due dates assigned. The system is quite flexible and can be configured
003161
and used in many ways. Program options are menu driven and easy to use so
003162
a lot of help should not be necessary.  Good Luck in developing your plan
003163
to integrate AMS in to your management system!
003164
004001
!!!Tutorial and Demonstration Files
004002
This tutorial is intended to provide a brief overview of AMS and
004003
familiarize you with many of the features.  The tutorial is listed in
004004
steps.  Print this chapter and check off the steps to help keep your
004005
place.
004006
004007
1. Start AMS as described in the chapter: Getting Started and go to the
004008
Main Menu.  Review the Main Menu Options displayed.
004009
004010
2. Place the demonstration files in service by selecting Option "D".
004011
(The Option should say "Swap to Demo Files", if the option reads
004012
"Swap to Normal Files" the Demo Files are already in service and this
004013
step may be skipped.)  When the explanation appears respond with a
004014
capitol "Y" to make the demonstration files active.
004015
004016
The demonstration files may be removed to save disk space as
004017
described in a later chapter on Program Files.  If they are removed
004018
the menu item for activating and deactivating will not be displayed.
004019
004020
3. Now let's tour the report writing menus.  Select Main Menu Option "1"
004021
to display the Active Report Menu or page 1 of the Report Menus.
004022
Print copies of the following reports by selecting the appropriate
004023
Options:
004024
004025
Option <A> This is a list of all action items by action item number.
004026
This is a good report for reference.
004027
004028
Option <E> This is the key to AMS!  After selecting this option you
004029
will be asked to enter the name of the responsible person
004030
to search for which will allow you to print a report for a
004031
specific person, but just press "Enter" and a reports for
004032
everyone with active action items will be printed.  These
004033
reports each start on separate pages and can be split up
004034
and given to the responsible people. For the demonstration
004035
files there are 3 people and each has a custom report
004036
showing his action items in the order they are due.  Note
004037
the banners flagging items that are late, due this week
004038
and due next week. This report can easily be split up and
004039
distributed to the various responsible people.
004040
004041
Option <C> This is similar to report E except is lists all action
004042
items in the order they are due so the boss can monitor
004043
all the activities for the group. The last page is a
004044
summary and can be printed individually with Option "I"
004045
from this report menu. The summary shows total number of
004046
items that are overdue, due this week and due after this
004047
week.  It also lists the type code for each item and how
004048
many items are in each category.  The type code is a
004049
powerful tool that can help assess where the workload is
004050
coming form.  It can include project types, initials of
004051
the originator, work group initials, or codes you make up,
004052
or a combination.
004053
004054
4. Select Option "2" which will display the Historical Reports Menu.
004055
This will provide lists of completed action items.  Print the
004056
following reports:
004057
004058
004059
Option <B> This option will print a report listing action items by
004060
type and reference.  After selecting the option you will
004061
be asked to enter a type to search for which will allow
004062
you to print a report for a specific type, but just press
004063
"Enter" and a report for all type codes will be printed.
004064
This report can be a good reference for disposition of
004065
completed action items that addressed actions requested by
004066
an individual, group or directed at an activity.
004067
004068
Option <K> This option will print a report that provides a summary of
004069
completed actions.  Specifically it will tell what
004070
percentage of action items are completed on time and how
004071
many are completed late. Neat stuff at evaluation time.
004072
Select Option "0" to return to the Main Menu.
004073
004074
5. Select Option "H" to display page 1 of the Help Menu.  (The first time
004075
you select help after installation the help will be indexed which can
004076
take a couple of minutes on an older machine.)  Page 2 can be
004077
displayed by selecting 2.  This menu is available from the key menus
004078
even if not specifically displayed. The on line help system is quite
004079
extensive.  Each chapter is listed with the chapter number (a
004080
number), menu selection (a letter) and a chapter title.  Enter the
004081
menu selection, (a letter not the chapter number) to display the
004082
chapter. One can also print the Users Manual, the Registration and
004083
Order Form, and the Technical Assistance and Suggestion Forms.
004084
004085
Select Option "E" to read about the on line help system.  The menu at
004086
the bottom of the screen provides the options that are available.
004087
The keys for <N> Next, <P> Previous, <T> Top, and <B> Bottom allow
004088
you to navigate between chapters while the <Up>, <Down>, <Page Up>,
004089
<Page Down>, <Top>, and <End> allow you to navigate through the
004090
chapter easily.  Chapters are formatted with the major topic headings
004091
listed on the first screen in a list form.  One can then page through
004092
the chapter and pick out these headings easily because they are
004093
highlighted in magenta.  Another convenient feature is the ability to
004094
print a single chapter at a time using the Option <C>.  This allows
004095
you to print only the chapters you need.  When you are cone looking
004096
at the on-line help go back to the Help Menu by selecting Option "0"
004097
to return to the Main Menu.
004098
004099
6. Select Option "C" from the Main Menu to display the Setup Menu.  This
004100
menu consists of 8 pages.  Skip through the pages one at a time to
004101
become familiar with the contents of each. On page 6 press "R" and
004102
enter a couple of name in the following format:
004103
004104
Tucker, W.
004105
004106
Then select Option <S> to sort them and place them in order. These
004107
names will be displayed on the traveler that will be printed in the
004108
next step.  Now select Option <0> to return to the Main Menu.  Select
004109
Option <V> to print a blank traveler. When asked how many to print
004110
enter a <1> and press "Enter". This will print a blank traveler that
004111
can be used to document an action item.  These forms should be made
004112
available to those who will be assigning action items.
004113
004114
7. Options "I", "R", and "S" select action items by responsible person
004115
and action item number respectively.  Select Option "I". When asked
004116
to enter an action item number just press "Enter" and the program
004117
will go to the first active action item in the file. This option
004118
displays an action item, and the menu gives several options.
004119
004120
- Use options <N>, <P>, <T>, and <B> to move around the file.
004121
004122
- Select Option <X> and today’s date will be inserted to show the
004123
item complete.  When you return to the Main Menu this item will be
004124
transferred to the historical file and will not show up in the
004125
active file again.  Option <Z> will erase the completion date.
004126
004127
- Select Option <C> and then Option <V>.  These will print the single
004128
action item in two different forms: the first will print the simple
004129
action item, and the second will print it in the format of a
004130
traveler.
004131
004132
- Go to the last action item in the file by pressing <B>.  This
004133
action item has a linger Action field.  The action and status can be
004134
up to 100 lines long with the default settings or up to 999 lines if
004135
the program Setup constant is changed on the Setup Menu.  To view
004136
the action press and hold the <Alt> key and at the same time press
004137
the <Up>, <Down>, <Page Up>, <Page Down>, <Home>, or <End> keys to
004138
move through the action.  These keys will allow you to scroll the
004139
action through the five line window.  The <Up> and <Down> keys move
004140
it a line at a time, the <Page Up> and <Page Down> move it a page or
004141
5 lines at a time, and the <Home> and <End> keys will move to the
004142
top and bottom respectively.  Similarly hold the <Ctrl> and use the
004143
other keys in a similar manner to view the Action field.  Give it a
004144
try with the action field, as the status is not long enough in this
004145
action item to see the effects.  You can remember that Action and
004146
<Alt> start with the same letter and that <Cont>rol helps make the
004147
proper Status become a reality!
004148
004149
- Select Option "R" and the item general information can be revised.
004150
When complete with any revisions press the "PgDn" key as a quick way
004151
to go to the menu at the bottom.
004152
004153
- To revise the Action or Status fields press <F5> or <F6>
004154
respectively.  Press <F5> to revise the Action.  This will display a
004155
new menu at the top of the action with 4 options.  Option <F7> will
004156
activate the spelling checker, <F8> will toggle the zoom to provide
004157
a full screen editing window or collapse it back to five lines, <F9>
004158
will quit to the action item display without saving changes, and
004159
<F10> will quit to the action item display and save the changes.
004160
Press <F8> to expand the window and make it easier to edit the text.
004161
Now press <F7> to do a spell check.  The spell checker will
004162
highlight “AMS” and display a list of options.  To have the spell
004163
checker suggest replacements press <H> for hunt and a list of
004164
suggestions will be displayed.  The spell checker is fairly
004165
intuitive to use.  Press <Q> to quit to the editing window, and then
004166
<F10> to return to the action item display.  (Note: the dictionary
004167
used when the Demonstration files are active is the normal
004168
dictionary so if you add funny words to it they will also be there
004169
during normal operation.)
004170
004171
- Now select Option "1" which will allow you to search by responsible
004172
person.  When requested to enter a name enter just "Ch" and press
004173
"Enter".  This will display the first responsible person with these
004174
two letters in their name.  If you know who has action items you can
004175
save time by entering just enough of the name to get a unique match.
004176
Now the index by responsible person is in service so as you skip
004177
through the file the action items will be in sequence by responsible
004178
person name rather then action item number.  The options "1", "2",
004179
and "3" allow you to shift between the indexes.  The index in
004180
service is displayed in purple just above the menu at the bottom of
004181
the screen.
004182
004183
- Select Option "0" to return to the Main Menu.
004184
004185
8. Select Option "A" to enter a new action item.  Fill in the data using
004186
a type code of "ABC".  Now  use the "PgDn" key to skip to the bottom.
004187
Now add the text for the action by pressing <F5>.  This will display
004188
a window and place the cursor in it.  The keys function as described
004189
when we revised and action item above.  After entering the Action
004190
press the <F10> to save it.
004191
004192
To add more action items two options are available.
004193
004194
Option <A> will save the item just entered and provide another blank
004195
action item to be filled in.
004196
004197
Option <S> will copy the item just entered to the next item except
004198
for the responsible person which will be left blank. This
004199
option allows you to enter several similar action items
004200
with little effort.
004201
004202
Since the type code "ABC" is not in the directory a message to that
004203
effect will be displayed.  Options "H" will allow one to hunt in the
004204
directory, Option "A" will allow the type code to be added to the
004205
directory, and Option "O" (not zero) will accept the type code as is
004206
and continue.  Select "O" to move on.
004207
004208
Return to the Main Menu by selecting Option "0".  You will now be
004209
asked if you want travelers for the items just entered. Enter "Y" to
004210
print travelers, or any other key to skip printing travelers.
004211
004212
9. Now select Option "Z" from the Main Menu to display the Secondary
004213
Menu.  For functions 1 through 3 you may select each function in turn
004214
to display a screen that displays what the function dose. Each offers
004215
on option to return to the Secondary Menu without taking any action.
004216
At the end of the review select Option "0" to return to the Main
004217
Menu.
004218
004219
10. Now select Option "M" from the Main Menu to display the Modify
004220
Historical Files Menu.  Menu Options "I", "R", and, "S" allow one to
004221
revise completed action items in the historical file. Option "1"
004222
allow an item to be quickly transferred back to the active file.
004223
Option "2" old completed action items to be deleted from the
004224
historical file when no longer needed. Select these options to become
004225
familiar with how they function if you desire.  At the end of the
004226
review select Option "0" to return to the Main Menu.
004227
004228
11. Select Option "P" to explore the Periodic Item Menu.  Options "A",
004229
"I", "R", and "S" are similar to those on the Main Menu for active
004230
action item.  Print a list of the periodic action items in the
004231
demonstration files using Option "1".  These action items have no
004232
status lines, and also include both the codes used to set periodicity
004233
and a written description of the periodicity. The Active Items can be
004234
updated from Periodic Items, so now select Option "U".  Upon return
004235
to the Main Menu the items that have been added can be reviewed by
004236
selecting Option "I" from the Main Menu then skipping to the bottom
004237
of the file.  Select Option "0" to return to the Main Menu.
004238
004239
12. Select Option "T" to review the Type Menu used to maintain the Type
004240
Directory.  Options "3" and "4" will list type codes used on action
004241
items but not included in the Directory.  This will allow one to
004242
either add the codes or revise the action items. Select Option "0" to
004243
return to the Main Menu.
004244
004245
Select option "D" to restore the normal files when you have completed
004246
experimenting with the demonstration files.
004247
004248
A word of CAUTION, be sure to return to DOS from the Action Management
004249
System before shutting the computer power off.  This is accomplished from
004250
the Main Menu by using Option "0".  IF THIS IS NOT DONE DATA MAY BE
004251
LOST!!!!
004252
004253
A few program options can make significant data changes or overwrite
004254
entire files.  In these situations extensive caution notes are provided.
004255
Also most must be confirmed by entering a response such as capital "Y" in
004256
reply to a question.  Although in most situations the program will
004257
respond to either upper or lower case input in these cases only upper
004258
case will be accepted.
004259
004260
This concludes the tutorial.  Not all the features of AMS have been
004261
discussed, but enough to get started have been demonstrated.  You can
004262
read this Users Manual and experiment with the demonstration files to
004263
learn about the other AMS features.
004264
005001
!!!Using-On Line Help and Users Manual
005002
The on-line help facility provides quick access to assist you with the
005003
use of the Action Management System.  The on-line help provides easy on
005004
screen assistance, individual chapters can also be printed or the entire
005005
help system can be printed as the Action Management System Users Manual.
005006
The on-line help is divided into chapters.  At the beginning of each
005007
chapter is a brief listing of the key topics to be found in the chapter.
005008
These topic headings are highlighted with magenta print on a black
005009
background for easy identification when scrolling through the help.  The
005010
major topics in this chapter are:
005011
005012
The Help Menu
005013
Printing the Action Management System Users Manual
005014
Viewing and Printing a Help Chapter
005015
005016
***The Help Menu
005017
005018
If the help files are installed on-line help is available from the Main
005019
Menu, Secondary Menu, the Report Menus, Periodic Item Menu, Type Menu,
005020
Modify Historical Item Menu, Dictionary Menu, and the Search Menu by
005021
pressing the "H" key.  This will display the Help Menu.
005022
005023
The help files may be removed to save disk space as described in a later
005024
chapter on Program Files.
005025
005026
From the Help Menu you can select specific topics, and print the Action
005027
Management System Users Manual.  The Help Menu displays the help topic
005028
along with the menu selection key that is a letter and the chapter
005029
number.  To select a topic press the key with the letter that corresponds
005030
to the topic.  (One can’t access the help with the numbers, these are
005031
just for reference to the chapters.) The Help Menu has two menu pages.
005032
One can switch between them by pressing either <1> or <2> to view either
005033
page from the other.  One can select any option from either menu even
005034
though it is not displayed.
005035
005036
From the Help Menu the following options are available:
005037
005038
Option ! > Print User’s Manual: This option prints the AMS User’s Manual
005039
as described in the next section.
005040
005041
Option 8 > Print Reg. and Order Form: This option prints the AMS
005042
Registration and Order Form.  This form may also be used to
005043
order replacement disks, an expanded dictionary, program
005044
updates, and printed AMS User’s Manual.
005045
005046
Option 9 > Print Tech. Supp. and Sugg. Form: This option prints the
005047
Technical Support and Suggestion Form.  Review the later
005048
chapter on Problem Prevention and Solutions and the chapter
005049
on Technical Support, Suggestions, and Program Updates before
005050
using this form.
005051
005052
To return to the menu from which you accessed the help menu just press
005053
<0>.
005054
005055
***Printing the Action Management System Users Manual
005056
005057
The Action Management System Users Manual provides a printed version of
005058
the on-line help nicely formatted with page numbers, a title page, and an
005059
index.  It can be printed by selecting Option <!> from the.  You will be
005060
asked to confirm that you want to print the Manual by entering a <Y>.  If
005061
you do not want to print the entire manual you can print individual
005062
chapters from the chapter display.  This provides an easy way to print
005063
just the sections that you need without printing the entire manual.
005064
005065
The AMS Users Manual is about 60 pages long so be sure you have adequate
005066
paper in your printer and are the printer is ready to print this volume
005067
of work.  The actual manual length depends on page length and may vary
005068
from one setup to another.
005069
005070
***Viewing and Printing a Help Chapter
005071
005072
Help chapters are selected and displayed as described above from the Help
005073
Menu.  When a help chapter is displayed the following options are
005074
available:
005075
005076
Option <0> Ret. to Menu: This Option will return the program to the Help
005077
005078
005079
Option <Up>: This option will scroll the display up one line until the
005080
top of the chapter is reached.
005081
005082
Option <Down>: This option with scroll the display down one line until
005083
the bottom of the display is reached.
005084
005085
Option <Page Up>: This option will scroll the display up one page until
005086
the top of the chapter is reached.
005087
005088
Option <Page Down>: This option with scroll the display down one page
005089
until the bottom of the display is reached.
005090
005091
Option <Home>: This option will position the display to show the first
005092
page of the chapter.
005093
005094
Option <End>: This option will position the display to show the last page
005095
of the chapter.
005096
005097
The next options position the display to different chapters.  One can
005098
return to the Help Menu to select another chapter or use these keys to
005099
browse through them:
005100
005101
Option <N> Next: This option will position the display to the first page
005102
of the next chapter.
005103
005104
Option <P> Previous: This option will position the display to the first
005105
page of the previous chapter.
005106
005107
Option <T> Top: This option will position the display to the first page
005108
of the first chapter.
005109
005110
Option <B> Bottom: This option will position the display to the first
005111
page of the last chapter.
005112
005113
Option <C> Print Copy: This option will print a copy of the entire
005114
chapter being displayed.  One can use this option to print
005115
just portions of the AMS Users Manual that one wants to refer
005116
to.  Chapters are formatted just like they would be if the
005117
whole manual was printed.  One can in fact accumulate the
005118
entire manual in this manner except for the cover sheet and
005119
index.
005120
006001
!!!Action Item Field Descriptions
006002
This section provides a brief description of each field used in an action
006003
item along with some guidelines on format and content.  The items are
006004
listed in the order that they are encountered in the normal entry
006005
display.  (The fields in a Periodic Action Item or a Type Directory are
006006
described in the chapters on these respective subjects.)  The action item
006007
fields are listed by their abbreviation or name used on the computer
006008
screen followed by the full name in parenthesis.
006009
006010
Resp: (Responsible Person) This is the person who is responsible for
006011
completing the action item.  The field is 15 spaces long. The
006012
normal format is last name followed by a comma, and one initial.
006013
Names should be consistent as they are used as the key field for
006014
several reports. example:
006015
006016
Tucker, B.
006017
006018
Type: This is a code that can be used for sorting in the Type Reports.
006019
This field is 5 spaces long and all letters entered in this field
006020
will be capitalized.  A series of codes should be developed and
006021
used consistently. They may represent a combination of things such
006022
as persons initials, department abbreviations, or special codes.
006023
They may be used to indicate the source of assigned activities.
006024
The type may be used together with the reference field.  For
006025
example type could identify the originating department of a memo
006026
and the reference show the memo serial number. (Type code
006027
management is discussed in more detail in the chapter on type
006028
codes.) example:
006029
006030
BT    initials
006031
QA    department abbreviation (Quality Assurance)
006032
PM    a document abbreviation (Plant Modification)
006033
006034
Ref: (Reference) This provides a place to list a reference such as a
006035
letter serial number, document number, or similar item.  It is
006036
used together with the type as described above under Type. This
006037
field is 15 spaces long. Although it is intended to be used with
006038
the Type field it may also be used alone so the type and reference
006039
are not necessarily related.  example:
006040
006041
QA 90-0001  serial number of a memo from Quality Assurance
006042
UAB 90-003  a User Application Bulletin
006043
006044
Pri: (Priority) The priority is intended to indicate the importance of
006045
the project.  Use a single number from 1 to 9 or a single letter
006046
from A to Z to indicate the relative project priority. Items with
006047
the lowest letter or number or lowest number are the most
006048
important.  Thus priority 1 is more important then priority 5.
006049
One may select a lower range of numbers or letters for priority
006050
classification such as 1 to 5 or A to F.  A Report may be printed
006051
by action item priority. This field is optional and may be used or
006052
not as selected using the Main Menu Option "C" which selects the
006053
Change Setup Menu.  Page 2 of The Setup Menu has a flag, Display
006054
Priority, that may be turned on or off to display or suppress the
006055
Priority.  If turned off the priority will not show up on the
006056
computer screens or reports, but turning it off will not destroy
006057
data previously placed in this field.
006058
006059
AI#: (Action Item Number) This is the unique number that identifies each
006060
action item.  Action item numbers are assigned by the computer in
006061
a sequential manner using a prefix, the year and a sequential
006062
number such as:
006063
006064
XXX.YY.NNNN where
006065
006066
XXX  - is a 3 letter prefix that indicates the work group
006067
YY   - is the last 2 digits of the year such as 95
006068
NNNN - is a sequential number assigned by the computer to each
006069
successive action item for a particular year
006070
006071
example: PPD.95.0021  might be a Plant Production Department
006072
action item assigned in 1991 as the 21st item
006073
006074
When the program is started for the first time each year the year
006075
number YY will be set to the proper year and the sequential number
006076
NNNN will be reset to 0001.  The prefix is set using the Main Menu
006077
Option "C" which selects the Change Setup Menu.  Page 1 of The
006078
Setup Menu has an item Responsible Plant Group that may be entered
006079
to replace the XXX with an abbreviation for the work group
006080
involved.  Any time a prefix is entered it will automatically be
006081
capitalized.
006082
006083
Sup: (Supervisor) This is the supervisor of the person who is responsible
006084
for completing the action item.  The field is 15 spaces long.  The
006085
normal format is last name followed by a comma, followed by one
006086
initial.  Names should be consistent as they are used as the key
006087
field for several reports. This field is optional and may be used
006088
or not as selected using the Main Menu Option "C" which selects
006089
the "Change Setup Menu". Page 2 of The Setup Menu has a flag,
006090
Display Supervisor, that may be turned on or off to display or
006091
suppress the Supervisor.  If turned off the priority will not show
006092
up on the computer screens or reports, but turning the option on
006093
or off will not destroy data previously placed in this field. For
006094
example:
006095
006096
Smith, J.
006097
006098
Asd: (Assigned Date)  This is the date the action item was originally
006099
assigned. It is set to the computer date when the item is entered.
006100
On Page 2 of the Setup Menu an option can be set to allow this
006101
date to be viewed only, upon adding a new item, or revising an old
006102
item, or it can be changed.
006103
006104
Rev: (Revision number and date) This is the number of the last revision
006105
of the action item and the date it was last revised. The initial
006106
revision number assigned is 0.  This number will be increased by
006107
one each time the action item is revised and the date updated to
006108
the current computer date.
006109
006110
example: 3 11/22/91 - This item has been revised 3 times and was
006111
last revised on November 22, 1991
006112
006113
Due: (Due Date) This is the date that the item is scheduled to be
006114
completed. This is the date that is used to sequence many of the
006115
reports to show when items are due to be completed.
006116
006117
Comp: (Completion Date) This is the date that the item is completed. When
006118
this date is filled in the action item will be automatically moved
006119
from the active file to the historical file.  It will not show up
006120
on active item reports but can be retrieved using the historical
006121
reports.  If an item is accidentally given a completion date it
006122
can be retrieved from the historical file by using the Modify
006123
Historical Files Menu Option "2": Single Item Restoration from
006124
Historical File to Active File".
006125
006126
Description: This field provides a one line description of the action
006127
item.
006128
006129
Action: This field provides 10 to 999 lines to describe the required
006130
action to be completed.  This field can provide detailed
006131
instructions of the actions, task objectives, and reporting
006132
requirements of the action to be accomplished.  This field is
006133
accessed by pressing <F5>.  Once selected for editing a small menu
006134
appears above the field that allows several actions including zoom
006135
that expands the editing area to full screen, spell check, quit
006136
which quits editing without saving the changes, and save which
006137
saves the editing changes.  These options are described in more
006138
detail in the next chapter.  This field is initially set for a
006139
maximum of 100 lines.  To set the number of lines select Option
006140
"C" titled "Change Setup Menu" from the Main Menu. Then select
006141
page 2 of the Setup Menu and set the number of lines desired using
006142
the item "Action / Status Maximum Lines".  The program will check
006143
to be sure that you are not reducing the number of lines to less
006144
then the number of lines in any current action or status item in
006145
either the active, historical, or periodic files.  This filed is
006146
also effected by the Setup Menu, Page 2 item “Word Wrap” which
006147
turns word wrap on and off and “Zoom on Window Opening” which will
006148
cause the editing window to zoom to full screen when opened if set
006149
to on.  Note the Setup Menu settings discussed here also effect
006150
the Status field described below.
006151
006152
Status: This field provides 10 to 999 lines to describe the required
006153
status of an action assignment.  This field can provide detailed
006154
historical information on the status of an activity or it may only
006155
provide a general summary when a task is completed. This field is
006156
accessed by pressing <F6>.  Once selected for editing a small menu
006157
006158
006159
006160
006161
006162
006163
006164
006165
006166
006167
006168
006169
006170
006171
006172
to on. Note the Setup Menu settings discussed here also effect the
006173
Action field described above.
006174
007001
!!!Travelers, Adding and Revising Action Items
007002
007003
This chapter describes the major functions of using travelers, and adding
007004
and revising action items.  The following key topics are covered:
007005
007006
Travelers
007007
Adding New Action Items
007008
Reviewing Action and Status
007009
Revising Action Items
007010
007011
***Travelers
007012
007013
Travelers provide a convenient way to distribute action items and any
007014
associated materials that may be appropriate such as letters, reports,
007015
more detailed instructions, etc.  Blank Travelers can be printed using
007016
the Main Menu: Option V > Print Blank Travelers:  This Option allows one
007017
to print up to 99 blank traveler forms.  When the option is selected one
007018
will be asked how many travelers to print.  Enter the number and the
007019
program will display a count of travelers printed.
007020
007021
Optionally an action item number may be printed on each traveler as
007022
selected on Page 1 of the Setup Menu. Also the starting serial number can
007023
be selected from this menu to allow synchronization with the assignment
007024
of action item numbers.  This makes it easy for one receiving an action
007025
item to keep track of it’s number from the start but using the numbered
007026
travelers in the proper sequence can be more of an administrative burden.
007027
A list of potential recipients of an action item is printed on the
007028
traveler.  This list is established using page 6 of the Setup Menu.  This
007029
option is described in the Chapter on the Setup Menu.
007030
007031
Travelers may also be printed using Option "V" when adding and revising
007032
action items as described later in this chapter.  In these cases the
007033
detailed action item will be printed on the traveler.
007034
007035
After entering new action items one is given the option to print all the
007036
action items just printed.  Also when the computer is turned on or the
007037
action items are updated form the periodic action item list one is given
007038
the option to print all the newly added action item.  This is a
007039
convenient feature that allows easy printing and distribution of
007040
travelers on a timely basis as they are added.
007041
007042
The traveler is the size of a standard sheet of paper so it can go
007043
through the copier without special help like a buck slip or sticky.  The
007044
traveler has a place to put all the related action item data.
007045
007046
Blank travelers may be kept handy by both supervisors who are assigning
007047
work and employees who wish to document and track other assignments so
007048
they can be completed as new actions come up.
007049
007050
***Adding Action Items
007051
007052
This section describes how to add action items to the system.  From the
007053
Main Menu select Option "A".  The display is circled with a red border to
007054
identify it as the new item input screen. This will display the action
007055
item fields for a new action item. Fill in the requested data.  As a
007056
minimum one should enter Responsible Person, Due Date, Description, and
007057
the Action required. The fields are described in detail in the previous
007058
chapter and the Key Board functions are described in more detail in a
007059
later chapter.
007060
007061
Once the data has been entered the following Options are available as
007062
displayed at the bottom of the screen:
007063
007064
Option <0> Save & Return to Menu:  This option will save the action item
007065
just entered in the active item file and return the system to
007066
the Main Menu.
007067
007068
Option <A> Save & Add Another:  This option will save the action item
007069
just entered in the active item file and display the same
007070
screen with blanks so that another action item can be entered.
007071
007072
Option <S> Save & Copy:  This option is the same as "A" above except that
007073
it will copy all fields except the Responsible person to the
007074
next action item.  The responsible person can then be assigned
007075
and other information revised as appropriate.  This is used to
007076
expedite entry if several similar action items are being
007077
assigned.
007078
007079
Option <R> Revise Item:  This option will allow the item just entered to
007080
be revised before it is stored. It will return the cursor to
007081
the first database item and allow each to be changed in
007082
sequence.
007083
007084
Option <F5> Action:  This will allow the action field to be edited.  This
007085
option can not be entered if other action item fields are
007086
being revised.  (Use <Page Down> to exit the other fields if
007087
they are being edited.)  The action can now be entered.
007088
Normally word wrap will wrap the text from one line to the
007089
next. A small menu on the top of the display will identify the
007090
options available.  These include:
007091
007092
Option <F7> Spell: This option activates the spell checker
007093
which is described in detail in the chapter on
007094
Spell Checking and Dictionary Maintenance.
007095
007096
Option <F8> Zoom: This option will toggle to zoom the editing
007097
area to full screen which will make it easier to
007098
edit the text.  When zoomed the menu will still
007099
appear at the top of the window.  When pressed
007100
again the editing area will return to normal and
007101
the other fields of the action item will be
007102
displayed.
007103
007104
Option <F9> Quit: This option will quit from editing the text
007105
without saving the changes just entered and return
007106
to the general action item menu.
007107
007108
Option <F10> Save: This option will quit from editing the text
007109
and save the changes just entered.  It will return
007110
007111
007112
The action field and status are also effected by several items
007113
on page 2 of the Setup Menu that are described in detail in
007114
the Chapter: Program Setup Menu:
007115
007116
- Action / Status Maximum Lines: This determines the maximum
007117
lines in an Action or Status field.
007118
007119
- Word Wrap: This turns the work wrap function on and off.
007120
007121
- Zoom on Window Opening: This will zoom the window to full
007122
size when the window is initially accessed.
007123
007124
Several editing and navigation short cuts are described for
007125
editing Action and Status in the chapter: Keyboard Functions.
007126
007127
Option <F6> Status:  This will allow the status field to be edited.  This
007128
007129
007130
they are being edited.)  The action can now be entered.  This
007131
option has the same functions and options available as
007132
described immediately above for <F5> Action.
007133
007134
Option <D> Delete & Return to Menu:  This option will delete the item
007135
that has just been entered and return to the Main Menu.  If
007136
this option is used the item will be completely erased and the
007137
action item number will not be used.  The same action item
007138
number will be used on the next action item entered.
007139
007140
Option <C> Copy to Print:  This option will print a copy of the action
007141
item just entered on a single sheet of paper.
007142
007143
Option <V> Traveler to Print:  This option will print a copy of the
007144
action item just entered being displayed on a traveler. The
007145
copy can be used to distribute a new action item to the
007146
responsible person if desired. Names of other possible
007147
addresses for routing as shown on the Setup Menu Page 6
007148
listing will also be displayed.  Lines are provided at the
007149
bottom of the form for whatever use desired. In lieu of using
007150
this option to print action items one at a time they can be
007151
printed for all action items entered at the end of the entry
007152
session as described below.
007153
007154
Option <+> Eject Printer Page: This option will eject a single page from
007155
the printer.
007156
007157
After a new item has been entered and one of the above options is
007158
selected a check against the type directory may be made. If the type code
007159
is found in the type directory the selected action will proceed, if not
007160
one will be asked to check the type code.  This is described in more
007161
detail in the chapter: Type Code Checking and Directory.
007162
007163
When one returns to the Main Menu using Options "0" or "D" one will be
007164
asked if action item travelers are desired. Reply with a capitol "Y" if
007165
they are or any other key if they aren't.  If travelers are requested
007166
they will be printed for each item that has just be entered, on separate
007167
sheets of paper.
007168
007169
It should be noted that if a completion date is entered the action item
007170
will be transferred to the historical file as one returns to the Main
007171
007172
007173
***Reviewing Action and Status
007174
007175
When Action and Status fields are displayed only 5 lines of text are
007176
visible at a time unless you are editing and use the zoom feature.  To
007177
allow viewing of the Action and Status fields hot key combinations have
007178
been assigned to allow one to scroll through the text quickly.  These use
007179
two key combination.  To view the Action use the <Alt> key in combination
007180
with the keys described below.  To view the Status use the <Ctrl> in
007181
combination with the keys described below.  One can help remember this
007182
because Action and <Alt> begin with the same letter and <Crtl> is the
007183
control aspect reported back in the Status field.
007184
007185
Action Viewing:
007186
007187
<Alt> + <Up> Scroll action up a line at a time.
007188
<Alt> + <Down> Scroll action down a line at a time.
007189
<Alt> + <PageUp> Scroll action up a page, (5 lines) at a time.
007190
<Alt> + <PageDown> Scroll action down a page, (5 lines) at a time.
007191
<Alt> + <Home> Jump to the top of the action field.
007192
<Alt> + <End> Jump to the end of the action field.
007193
007194
Status Viewing:
007195
007196
<Ctrl> + <Up> Scroll status up a line at a time.
007197
<Ctrl> + <Down> Scroll status down a line at a time.
007198
<Ctrl> + <PageUp> Scroll status up a page, (5 lines) at a time.
007199
<Ctrl> + <PageDown> Scroll status down a page, (5 lines) at a time.
007200
<Ctrl> + <Home> Jump to the top of the status field.
007201
<Ctrl> + <End> Jump to the end of the status field.
007202
007203
***Revising Action Items
007204
007205
This section describes how to view and revise action items that have
007206
already been entered.  Items that are either Active or have been
007207
completed and transferred to the Historical file can be revised or
007208
deleted.  The Active items are accessed from the Main Menu with Options
007209
"I", "R", or "S", and those that have been completed are accessed by
007210
first selecting Option "M" from the Main Menu which will display the
007211
Modify Historical Files Menu.  From this menu Options "I", "R", or "S"
007212
are used to access the completed historical items.  The functions
007213
associated with these options are very similar but the few differences
007214
will be pointed out below.  To help distinguish between the active and
007215
historical item display the active item display is bordered in green and
007216
the historical item display is bordered in purple.
007217
007218
Select Option "I" to search by Action Item Number, Option "R" to search
007219
by Responsible Person, or Option "S" to search by Supervisor.  After
007220
either of these options has been entered one will be requested to enter
007221
either the Action Item Number, the name of the Responsible Person or the
007222
name of the Supervisor.  Enter the requested information. In the case of
007223
the Action Item Number the first three letters will automatically be
007224
capitalized and the unique action item will be displayed. In the case of
007225
the Responsible Person or Supervisor the first action item assigned to
007226
that person as listed by action item number will be displayed. It may not
007227
be necessary to enter the full name.  The program will find the first
007228
person whose name matches the letters entered. For example if Tuc is
007229
entered for responsible person the program will display action items for
007230
the first person whose name matches these three letters and depending on
007231
who has action items it will display the first of the following names
007232
encountered:
007233
007234
Tuck, M.
007235
Tucker, P.
007236
007237
007238
In other words a match will be made with as many letters as are entered.
007239
If looking for "Tucker, P." then one should enter "Tucker" and similarly
007240
if looking for "Tucker, W." then the full name must be entered.  If
007241
"Tucker, W. is the only name starting with "T" then all one need enter is
007242
"T".  If one is familiar with the data in the file this allows one to use
007243
the shortcut of entering just part of a name provides there are no other
007244
matches in the listing.  If one merely wants to go to the top of the
007245
action item listing press only the "Enter" key and the first item will be
007246
displayed.  It should be noted if the "I" option is used the action items
007247
will be indexed by Action Item Number.  If the "R" option is used the
007248
action items will be indexed by Responsible Person as first priority and
007249
Action Item Number as second priority.  Also if the "S" option is used
007250
the action items will be indexed by Supervisor as priority and Action
007251
Item Number as second priority.  The Index in use will be displayed in
007252
purple to the right and just above the menu at the bottom of the screen.
007253
The historical file indexes used for finding the active items are
007254
constantly maintained, however those for the responsible person and
007255
supervisor may be maintained or created when needed as selected from the
007256
Revise Constants Menu.
007257
007258
The requested Action Item is displayed with a menu at the bottom.  The
007259
following describes each of the functions that may be selected from the
007260
menu:
007261
007262
Option <0> Ret to Menu:  This option will cause the system to return to
007263
007264
007265
Option <N> Next:  This option will skip to the next Action Item in the
007266
active item listing.  This will be determined by which index
007267
is in use.  If the last item is already displayed the "End of
007268
File" flag will be displayed in purple to the left above the
007269
menu.
007270
007271
Option <P> Previous:  This option will skip to the previous Action Item
007272
in the active item listing.  This will be determined by which
007273
index is in use.  If the first item is already displayed the
007274
"End of File" flag will be displayed in purple to the left
007275
above the menu.
007276
007277
Option <T> Top:  This option will skip to the top of the active item
007278
listing. The "Beginning of File" flag will be displayed in
007279
purple to the left above the menu.
007280
007281
Option <B> Bottom:  This option will skip to the bottom of the active
007282
item listing.  The "End of File" flag will be displayed in
007283
007284
007285
Option <R> Revise:  This option will allow the items in the displayed
007286
action item to be revised except for Action and Status which
007287
are revised and described below.  This option will place the
007288
cursor at the first item in the display.  The following items
007289
may not be revised: Assigned Date, Revision Number and Date,
007290
and Action Item Number.  If a Completed Date is entered the
007291
item will be transferred from the active file to the
007292
historical file upon returning to the Main Menu.  Upon
007293
completion of the revision the type code will be checked
007294
against the type code directory as described in the chapter:
007295
Type Code Checking and Directory.
007296
007297
007298
007299
007300
007301
007302
007303
007304
007305
007306
007307
007308
007309
007310
007311
007312
007313
007314
007315
007316
007317
007318
007319
007320
007321
007322
007323
007324
007325
007326
007327
007328
007329
007330
007331
007332
007333
007334
007335
007336
007337
007338
007339
007340
007341
007342
007343
007344
007345
007346
007347
Option <D> Delete Item:  This will set the flag to delete the item upon
007348
leaving this routine.  A deleted item may also be restored
007349
with the same key before returning to the Main Menu.  The item
007350
is removed from the file upon return to the Main Menu or
007351
Modify Historical Files Menu. It is suggested that this option
007352
be avoided and rather for active items that the item be closed
007353
with a completion date and a note to indicate why it was not
007354
completed.  This will ensure that there is an explanation
007355
later on in the historical file.
007356
007357
007358
007359
007360
007361
action item being displayed on a traveler. The copy can be
007362
used to distribute a new action item to the responsible person
007363
if desired. Names of other possible addresses for routing as
007364
shown on the Revise Constants Page 6 listing will also be
007365
displayed.  Lines are provided at the bottom of the form for
007366
whatever use desired.
007367
007368
Option <1> Hunt by Item #:  This will display a request for one to enter
007369
the Action Item Number to hunt for, just as was done upon
007370
initially entering this routine.  Enter the Action Item Number
007371
and the unique Action Item will be displayed.  It no Action
007372
Item Number is entered and the "Enter" key is pressed the
007373
first item in the listing will be displayed and the Item
007374
Number Index will be placed in use.  If a name is entered and
007375
no match can be found one will be allowed to try again or
007376
return to the Main Menu or the Modify Historical files Menu.
007377
007378
Option <2> Hunt by Responsibility:  This will display a request for one
007379
to enter the name of the responsible person to hunt for just
007380
as was done upon initially entering this routine.  Enter the
007381
name of the Responsible Person and the first action for that
007382
person by item by number will be displayed. It no name is
007383
entered and the "Enter" is pressed the first item in the
007384
listing will be displayed and the Responsibility Index will be
007385
placed in use. If a name is entered and no match can be found
007386
one will be allowed to try again or return to the Main Menu or
007387
the Modify Historical files Menu.
007388
007389
Option <3> Hunt by Supervisor:  This will display a request for one to
007390
enter the name of the supervisor person to hunt for just as
007391
was done upon initially entering this routine.  Enter the name
007392
of the Supervisor Person and the first action for that
007393
supervisor by item number will be displayed. It no name is
007394
007395
listing will be displayed and the Supervisor Index will be
007396
007397
007398
007399
007400
Option <X> Completed Todays Date: This option is displayed for active
007401
items only.  This option will insert todays date in the
007402
Completed Date field.  The item will be transferred from the
007403
active file to the historical file upon returning to the Main
007404
007405
007406
Option <Z> Blank out Completed Date:  This option will blank out the
007407
Completed Date field.  In the case of the Historical file
007408
items this will initiate the transfer of a historical item
007409
back to the active file thus reactivating it.
007410
007411
Several flags may appear just above the Menu at the bottom of the screen
007412
as described below:
007413
007414
Beginning of File:  This flag indicates the top of the file has been
007415
reached with the action item being displayed.
007416
007417
End of File:  This flag indicates that the bottom of the file has been
007418
007419
007420
Only Item in File: This flag indicates that there is only one item in the
007421
file.
007422
007423
ITEM DELETED:  This flag indicates that the displayed action item has
007424
been deleted.  It flashes in red as a warning as record deletion is not
007425
recommended as described above.
007426
007427
Item Number Index in Use:  This flag indicates that the action items are
007428
indexed and will be displayed in the order of Action Item Number. This
007429
index will be in effect if this routine is entered with Option "I" from
007430
the Main Menu, or Modify Historical Files Menu, or Option "1" from the
007431
Revision Menu.
007432
007433
Responsibility Index in Use:  This flag indicates that the action items
007434
are indexed and will be displayed in the order of responsible person and
007435
then action item number.  This index will be in effect if this routine is
007436
entered with Option "R" from the Main Menu, or Modify Historical Files
007437
Menu, or Option "2" from the Revision Menu.
007438
007439
Supervisor Index in Use:  This flag indicates that the action items are
007440
indexed and will be displayed in the order of supervisor and then action
007441
item number. This index will be in effect if this routine is entered with
007442
Option "S" from the Main Menu, or Modify Historical Files Menu, or Option
007443
"3" from the Revision Menu.
007444
[End of Chapter
008001
!!!Searching for Action Items
008002
This section describes how to use the Search Menu.  This menu allows for
008003
retrieval of various action items that contain a key word.  This menu is
008004
initiated by selecting Option "E" from the Main Menu.
008005
008006
On the Search Menu just below the "0" option is a flag in purple that
008007
indicates which file will be searched.  This flag may be set to search
008008
either the Active or Historical files.
008009
008010
From this menu the following Options are available:
008011
008012
Option <0> Return to Menu: This Option will return the program to the
008013
Main Menu.
008014
008015
Option 1 > Search by Word (Display Record):  This Option will request a
008016
key word to search for and then search for the word in each
008017
action item in the file in use.  Letter case is ignored.  This
008018
Option will search the following database fields for the key
008019
word: Description, Action, Status, Type, and Reference.
008020
Letter case is ignored for purposes of the search.  When the
008021
word is found the search will stop, the action item in which
008022
the word was found will be displayed and the following Options
008023
will be available:
008024
008025
Option <0> Return to Menu: This Option will return the program
008026
to the Search Menu.
008027
008028
Option <C> Continue: This Option will continue the search
008029
until the next action item with the key word is
008030
found, which in turn will be displayed.
008031
008032
Option <1> Specify Another Word: This will terminate the
008033
search in progress and allow another key word to be
008034
selected for a search.
008035
008036
In addition the Action and Status many be reviewed and
008037
scrolled using the keys described in the chapter: Keyboard
008038
Functions, and the section: Viewing Action and Status.
008039
008040
If the key word is not found a statement to that effect will
008041
be displayed.  Press any key to return to the Search Menu.
008042
When no more instances of the key word are found a statement
008043
to that effect will be displayed.
008044
008045
At the completion of the search a display will indicate either
008046
that no matches could be found or the number of action items
008047
that contained the word or phrase.
008048
008049
Option 2 > Print All Records Containing Key Word:  This Option is the
008050
same as Option 1 except that all action items containing the
008051
key word will be printed in report form.  Before printing this
008052
report it may be useful to preview the results using Option 1
008053
as described above.
008054
008055
008056
Option 3 > Change File in Use: This option will allow the file in use to
008057
be shifted between the Active and Historical files.  The file
008058
in use will be displayed in magenta just below the top menu
008059
item. Using this Option both Active and Historical files can
008060
be searched.
008061
009001
!!!Report Printing
009002
This chapter covers printing of reports for active and historical items.
009003
Periodic and Type reports are covered in later chapters on these
009004
respective subjects.  The following key topics are covered in this
009005
chapter:
009006
009007
Report Printing Overview
009008
Active Item Reports
009009
Historical Item Reports
009010
Report Group Printing
009011
Setup Items Effecting Report Printing
009012
009013
***Report Printing Overview
009014
009015
There are two report menus.  The first is designated as Page 1, is
009016
circled with a green border and lists the reports that can be printed
009017
from the Active Item files.  The second is designated as Page 2, is
009018
circled with a cyan border and lists the reports that can be printed from
009019
the Historical Item files.  These menus are accessed from the Main Menu
009020
by using Options "1" and "2" respectively.  They can be accessed from
009021
each other by entering the page number.  If no records are in the Active
009022
or Historical files respectively then a note to that effect will be
009023
displayed at the bottom of the page and the reports on that menu may not
009024
be printed.
009025
009026
Reports that provide listings by type, responsible person, or supervisor
009027
will prompt for a type, responsible person, or supervisor name. If a
009028
report for just one type or person is desired enter the item for which
009029
the report is desired otherwise just press "Enter" and a full report will
009030
be printed. When entering names be sure to use the exact name used in
009031
entering the action item.  Reports will be printed even if the entire
009032
name or type is not spelled out.  For example if Tuc is entered for
009033
responsible person, action items for only the first of the following
009034
people will be printed:
009035
009036
009037
009038
009039
009040
In other words a match will be made with the letters entered and all
009041
items for that first name encountered will be printed. If one is familiar
009042
with the data in the file this allows one to use the shortcut of entering
009043
just part of a name provided there are no other matches in the listing.
009044
009045
***Active Item Reports
009046
009047
The following is a brief description of the reports that can be printed
009048
from the REPORT MENU - ACTIVE ITEMS - Page 1
009049
009050
General Reports:
009051
009052
A > All by Item #:  This report will list all active items by action item
009053
number.  This report is particularly useful to the person maintaining
009054
the system and doing the weekly update to accumulate comments and
009055
changes.
009056
009057
B > All by Type & Reference:  This report lists all items alphabetically
009058
by type and reference.  If properly coded the type will allow this
009059
report to be used to review activities that are grouped by function,
009060
activity supported, etc.
009061
009062
C > All by Due Date:  This is a chronological report that lists all
009063
action items in the order that they are to be completed.  This report
009064
is intended for the boss so he can keep track of what is due next.
009065
Items should be completed in the order that they appear on the
009066
report. Three flags or headings can show up on this report to
009067
highlight items that are late (text circled in $$$), items that are
009068
due in the current week (text circled in ***), and items that are due
009069
after the current week (text circled in +++).  Thus late items show
009070
up first under one flag, followed by items that must be completed
009071
during the current week under the second flag.  This is an excellent
009072
planning and tracking tool that allows the proper priority to be set
009073
on assigned items.
009074
009075
D > All by Priority & Due Date:  This report lists all active action
009076
items by priority.  Although this system is primarily driven by due
009077
dates this priority system allows one to assess projects priority
009078
relative to each other.  If the Display Priority flag is not turned
009079
on on Page 2 of the Setup Menu this report option will not be
009080
009081
009082
Weekly Reports by Due Date:
009083
009084
E > for Responsible Person:  This report provides a personal report for
009085
each person assigned an action item.  Each person's action items
009086
start on a new page and are numbered separately so the report can be
009087
split up and distributed on a weekly basis to the individuals with
009088
action items.  This report is similar to the report described for
009089
Option "C" above.  Each persons report lists the actions he is
009090
responsible for in the order that they are due and each personal
009091
report has the Late, Due this Week, and Due after this Week banner
009092
described above.
009093
009094
F > for Responsible Supervisor:  This report provides each supervisor
009095
with a report of the actions assigned to his people.  Each
009096
supervisor's action items start on a new page and are numbered
009097
separately so the report can be split up and distributed on a weekly
009098
basis.  This report is similar to the report described for Option "C"
009099
above. Each supervisors report lists the actions his group is
009100
responsible for in the order that they are due and has the Late, Due
009101
this Week, and Due after this Week banner described above.  If the
009102
Display Supervisor flag is not turned on on Page 2 of the Setup Menu
009103
this report option will not be displayed.
009104
009105
Special Reports:
009106
009107
G > Daily Report - Due Today & Late:  This report is similar to the
009108
report described under Option "C" above but only lists items that are
009109
late and due on the date printed. It provided a tool for short term
009110
monitoring.
009111
009112
I > Statistical Summary:  This report provides an overview of the active
009113
action items.  The first part lists all persons assigned action items
009114
and how many items assigned to each person are late, due this week,
009115
and due after this week.  This can help assess work load and who is
009116
getting behind.  The second part of the report lists the number of
009117
active action items by type and shows what percent of the open action
009118
items have each type code. This can help assess what persons,
009119
projects, or activities are providing workload for the group.  In
009120
addition the number of items in the historical file is listed. This
009121
report is intended to provide a management overview.
009122
009123
+ > Printer Page Eject: This option will eject a single page from the
009124
printer.
009125
009126
***Historical Item Reports
009127
009128
009129
from the REPORT MENU - HISTORICAL ITEMS - Page 2:
009130
009131
General Historical Reports:
009132
009133
A > All by Item #:  This report will list all historical items by action
009134
item number.  This report provides a ready reference for to keep
009135
track of completed action items.
009136
009137
B > All by Type & Reference:  This report lists all historical items
009138
alphabetically by type and reference. This provides an excellent
009139
reference of activities completed in support of types of activity, or
009140
project, or individual depending on how the type code has been used.
009141
009142
C > All by Priority & Item #: This report lists all historical items by
009143
priority and item number.  It can be used to assess past proper
009144
prioritizing of projects. If the Display Priority flag is not turned
009145
009146
009147
009148
Grouped Historical Reports:
009149
009150
D > All by Resp. Person & Comp. Date:
009151
E > All by Resp. Person & Type:
009152
F > All by Resp. Person & Item #:
009153
These listings provide several reports by Responsible person and
009154
either completion date, type, or item number.  These reports provide
009155
a historical record of action items completed by a person.  These
009156
reports can be used to review a person's performance, and the
009157
projects worked on.
009158
009159
G > All by Resp. Sup.& Comp. Date:
009160
I > All by Resp. Sup.& Type:
009161
J > All by Resp. Sup.& Item #:
009162
These listings provide several reports by Supervisor and either
009163
completion date, type, or item number. These reports provide a
009164
historical record of action items completed by those persons
009165
reporting to the supervisor.  If the Display Supervisor flag is not
009166
turned on on Page 2 of the Setup Menu this report option will not be
009167
009168
009169
009170
009171
K > Statistical Summary:  This report provides an overview of the
009172
completed action items.  The first part lists all persons who have
009173
been assigned action items and have completed them on time by or
009174
before the due date or have completed them later. Neat stuff at
009175
evaluation time. The second part of the report lists the number of
009176
completed active action items by type and shows what percent of the
009177
completed action items have each type code.  This can help assess
009178
what persons, projects, or activities have provided the workload for
009179
the group. This report is intended to provide a management overview.
009180
009181
009182
009183
009184
***Report Group Printing
009185
009186
It is often desirable to print several reports at the same time.  For
009187
example at the end of the week one may want the individual action item
009188
reports for the responsible people for the next week as well as an
009189
overall report for the group supervisor and a listing by action item for
009190
the secretary who maintains the action item listings.  The Group
009191
reporting feature allows a list of several reports to be established and
009192
they in turn can be printed from the Main Menu using Options “3” and “4”.
009193
009194
The specific reports assigned to a group are established using the Setup
009195
Menu page 5.  This allows two groups of reports to be established.  The
009196
details for entering the codes to set the reports are described in the
009197
chapter: Program Setup Menu, section: Page 5.
009198
009199
Once the groups are established the report groups can be printed using
009200
the Main Menu Options “3” and “4”.  When a group is selected the reports
009201
to be printed will be displayed along with the following options:
009202
009203
Option <0> Return to Menu: This option will abort the process and return
009204
the program to the Main Menu.
009205
009206
Option <Y> Print this Group: This option will print the displayed group
009207
in the sequence displayed.  As the group is printed the screen
009208
will display which report in the group is currently being
009209
printed.
009210
009211
***Setup Items Effecting Report Printing
009212
009213
Several items on the Setup Menu can effect report printing.  These
009214
include the following items on the pages of the Setup menu:
009215
009216
Page 2  - DUE BANNER and Specified Days
009217
- Display Priority
009218
- Display supervisor
009219
- Group Title which will be printed on the first page of each
009220
report if one is provided
009221
- Print blank lines in ACTIVE action and status fields
009222
009223
Page 4: - Printer designation
009224
- Lines per page for reports
009225
- Printer control codes
009226
- Print reports on two sides of sheet if allowed by the printer
009227
009228
Page 5: - Report Groups that can be setup so that several reports can be
009229
printed using Options "3" and "4" from the Main Menu without
009230
waiting for each report to print out
009231
009232
These features are described in more detail in chapter on the Setup Menu.
009233
010001
!!!Automatic Scheduling of Periodic Action Items
010002
This chapter covers the powerful tool that allows one to schedule
010003
periodic action items without having to enter them each time.  The
010004
following topics are covered in this chapter:
010005
010006
Periodic Action Item Overview
010007
Periodic Action Item Numbering
010008
Periodic Action Item Fields & Scheduling
010009
Periodic Action Item Reports
010010
Updating Active Action Item List with Periodic Action Items
010011
010012
***Periodic Action Item Overview
010013
010014
The periodic action item feature is a powerful tool to help schedule
010015
repetitive items without having to input them each time their due date
010016
approaches.  A few examples of items that might be scheduled using this
010017
feature include:
010018
010019
1. Personnel performance evaluations that come due quarterly or yearly.
010020
010021
2. Monthly, Quarterly, or Annual reports such as financial, status, or
010022
performance.  Periodic action items may be setup to help coordinate
010023
all the inputs that require different time sequencing to assemble the
010024
final product.
010025
010026
3. Maintenance activities, such as periodic cleaning of disk drives,
010027
making backups, doing virus checks, checking emergency power supply
010028
batteries, or even mowing the lawn.
010029
010030
4. Meeting preparation and scheduling.  Assign an action item to put out
010031
an agenda and schedule a meeting, and another to put out the minutes.
010032
These are just a few of the many items that may be automatically
010033
inserted into the active action item list from the periodic list.  The
010034
system can be setup so that the periodic list will be scanned for
010035
periodic items once a day upon system startup and those that are due
010036
to be added can be inserted.
010037
010038
***Periodic Action Item Numbering
010039
010040
Periodic Action Items are numbered using the following format:
010041
010042
X-NNNNN
010043
010044
where X     =  a prefix indicating periodicity, (W=weekly, M=monthly,
010045
Y=yearly)
010046
NNNNN = a sequential number assigned by the computer starting with
010047
00001
010048
010049
The sequential number is assigned from a base number on Page 7 of the
010050
Setup Menu, and the prefix is assigned based on the item schedule
010051
assigned on data entry. If the periodicity of a periodic action item is
010052
revised the periodic number prefix will change accordingly but the
010053
sequential number will stay the same.  For example if W-00048 was changed
010054
form weekly to monthly the periodic action item number would become M-
010055
00048.
010056
010057
When a periodic action item is copied to the Active Action Item file the
010058
Periodic Action Item Number will be displayed or printed beside the word
010059
"Description" on screens and reports.  This is provided for reference and
010060
can't be changed in an active or historical item.
010061
010062
***Periodic Action Item Fields & Scheduling
010063
010064
Periodic Action Items include fields for Responsibility, Type, Reference,
010065
Priority, Supervisor, Description, and Action.  Most of these fields are
010066
typical of any action item and are described in the previous chapter:
010067
Action Item Field Descriptions.  In addition they include a Periodic #,
010068
(described above), and the following fields which determine how an item
010069
is scheduled and when activated:
010070
010071
Auto Schedule Activated: (Y or N) This item is normally set to Y to
010072
activate the auto schedule function.  An item with this field set to
010073
N will be ignored when the active items are updated.
010074
010075
Periodicity: This has the format of NN - X where NN is a two digit number
010076
from 1 to 99 and X is the frequency base of the item and can be Y =
010077
yearly, M = monthly, W = Weekly. eg. 1 - Y would be yearly, 3 - M
010078
would be every 3 months or quarterly, and 5 - W would be every 5
010079
weeks.
010080
010081
Method: This is the method used to determine the day of the month on
010082
which an item with a Periodicity of Y or M is determined.  These
010083
codes work together with the next due date.  The following codes may
010084
be used:
010085
010086
D - Schedule item on the same day of the month as used in the next
010087
due date. (If month has fewer days then the initially assigned
010088
due date item will be scheduled on the last day of the month.
010089
It is strongly suggested that items not be scheduled using this
010090
option beyond day 28 of the month.)
010091
010092
E - Schedule item the same number of days from the end of the month
010093
as the next due date. (If month has fewer days than the
010094
initially assigned due date item will be scheduled on the first
010095
of the month. It is strongly suggested that items not be
010096
scheduled using this option before 28 days from the end of the
010097
month.)
010098
010099
S - Schedule item on the same n th occurrence of the weekday as
010100
occurs in the next due date.  eg. If the item is scheduled on
010101
the 3rd Tuesday of the due date month it will be scheduled on
010102
the 3rd Tuesday of the next month the item is scheduled. (If an
010103
item is scheduled for the 5th occurrence of a weekday an error
010104
message will occur as some months don't have 5 occurrences of
010105
every weekday.)
010106
010107
F - Schedule item on the same n th occurrence of the weekday from
010108
the end of the month as occurs in the next due date.  eg. If
010109
the item is scheduled on the 3rd Friday from the end of the
010110
next due date month it will be scheduled on the 3rd Friday from
010111
the end of the next month the item is scheduled for. (If item
010112
is scheduled for the 5th occurrence of a weekday an error
010113
010114
010115
010116
Days of the Week: This item is used to indicate which days of the week to
010117
schedule an item with the Periodicity of W (for Weekly).  This block
010118
represents the days of the week and a letter should be placed in the
010119
block under each day an item is to be scheduled. e.g. If Periodicity
010120
is set to 1 - W and an X is placed on Mon., Wed., and Fri. the
010121
action item will be scheduled on those 3 days each week.  If a
010122
periodicity of 2 - W is used it will be scheduled on those 3 days
010123
every other week.
010124
010125
Activate Lead Days: This can be a number from 0 to 999 and tells the
010126
system how many days before the due date to automatically copy an
010127
item from the periodic file to the active file.  In setting this one
010128
should consider both how often action item listings are printed and
010129
how much time the responsible person needs to complete the assigned
010130
task.
010131
010132
Next Due Date: This is the next date that the item will be due.  It is
010133
used the Activated Lead Days to determine when an item will be
010134
placed on the active list and will be the actual due date assigned
010135
to the next item so assigned. It will also be used in conjunction
010136
with the other scheduling information above to determine the
010137
scheduling pattern to be used.  The default or initial value can be
010138
set using the "Default Days Lead Time to Schedule" constant found on
010139
page 7 of the Setup Menu.
010140
010141
A few examples may be helpful in explaining how the system uses these
010142
items to set due dates.  The following examples will help explain how the
010143
due dates are set:
010144
010145
The following calendar will assist:
010146
010147
S   M   T   W   T   F   S    November 1993
010148
1   2   3   4   5   6
010149
7   8   9   10  11  12  13
010150
14  15  16  17  18  19  20
010151
21  22  23  24  25  26  27
010152
28  29  30
010153
010154
Example 1:
010155
Periodicity:  1 - M
010156
Method: D
010157
SMTWTFS
010158
Days of the Week:
010159
Next Due Date: 10/25/93
010160
This example will schedule the periodic item on the 25th of each month.
010161
The SMTWTFS matrix is not used for monthly and yearly periodicity’s.
010162
010163
Example 2:
010164
Periodicity:  2 - M
010165
Method: S
010166
010167
010168
010169
This example will schedule the periodic item on the 4th Thursday of every
010170
other month.  The day of the week is determined by looking at the next
010171
due date and then determining which occurrence it has in that particular
010172
month.
010173
010174
Example 3:
010175
Periodicity:  1 - W
010176
Method:
010177
010178
Days of the Week: XXXXX
010179
010180
This example will schedule the periodic item on every week day of every
010181
week, excluding Saturday and Sunday.
010182
010183
Example 4:
010184
Periodicity:  2 - W
010185
010186
010187
Days of the Week:  X  X
010188
010189
This example will schedule the periodic item on Monday and Thursday of
010190
010191
010192
Example 5:
010193
Periodicity: 10 - Y
010194
Method: E
010195
010196
010197
Next Due Date: 10/22/93
010198
This example will schedule the periodic item 8 days from the end of the
010199
month of November every 10 years starting in 1993.
010200
010201
Obviously there is a lot of flexibility in this system and it will allow
010202
one to schedule items at just about any periodic interval desired.  Once
010203
periodic codes are set one can use the "X" and "V" options to increment
010204
the due date forwards and backwards and observe the change in due date to
010205
be sure it is changing as desired.  These options are described in the
010206
following section.
010207
010208
***Adding and Revising Periodic Action Items
010209
010210
Periodic action items are added by using option "A" on the Periodic Item
010211
Menu, and are revised by using options "I", "R", and "S" on the Periodic
010212
Item Menu. These options are similar to the options described in an
010213
earlier chapter on Adding and Revision Action except that they also
010214
display the following added options:
010215
010216
Option <X> NeXt Due Date: This option will increment the next due date to
010217
the next due date using the logic associated with the settings
010218
of Periodicity, Method, Days of the Week, and Next Due Date.
010219
This option is helpful in checking the logic, and in adjusting
010220
the due date to skip a periodic item if desired.
010221
010222
Option <V> PreVious Due Date: This option will increment the due date
010223
back to the previous due date using the logic associated with
010224
the settings of Periodicity, Method, Days of the Week, and
010225
Next Due Date. This option is the reverse of option <X>
010226
010227
010228
***Periodic Action Item Reports
010229
010230
The following reports of the periodic action items may be printed using
010231
options from the Periodic Item Menu:
010232
010233
Option <1> Print Full Periodic Item Report - by Item: This option will
010234
print a full listing of all periodic action items by item number.
010235
010236
Option <2> Print Full Periodic Item Report - by Responsible Person: This
010237
option will print a listing of all periodic items for each
010238
responsible person. Each person's listing will start on a new sheet
010239
of paper and be sequentially numbered.  When the option is requested
010240
one will be asked to enter the name or portion of a name.  If a name
010241
is entered a listing for only that person will be printed.  If no
010242
name is entered and the "Enter" key is pressed a full listing will
010243
010244
010245
Option <3> Print Full Periodic Item Report - by Supervisor: This option
010246
will print a listing of all periodic items for each supervisor.
010247
Each supervisor's listing will start on a new sheet of paper and be
010248
sequentially numbered.  When the option is requested one will be
010249
asked to enter the name or portion of a name. If a name is entered a
010250
listing for only that person will be printed.  If no name is entered
010251
and the "Enter" key is pressed a full listing will be printed.
010252
010253
***Updating Active Action Item List with Periodic Action Items
010254
010255
The periodic action items serve as the skeleton to produce real active
010256
action items.  The active action item is updated from the periodic action
010257
item listing by scanning the due dates minus the "Activate Lead Days" to
010258
see if the resulting date is earlier than the current date.  If it is, a
010259
copy of the periodic action item is transferred to the active action item
010260
listing, with a new sequential number, and added status lines.  The
010261
periodic action item due date is then incremented to the next due date
010262
and it in turn is checked.  If it also meets the criteria another copy
010263
will be transferred to the active listing and so on until the criteria is
010264
no longer met at which time the system will look at the next periodic
010265
action item and make the same check.  This will continue until all the
010266
periodic action items have been checked.
010267
010268
Periodic action items may be scanned for addition to the active list in
010269
the following ways:
010270
010271
1. By using Option <U> Update Active Items for Periodic Items, on the
010272
Periodic Item Menu.  This will scan the items and update them on
010273
demand.  If no updates are required a message to that effect will be
010274
010275
010276
2. Items can be updated each time the program is started. This option can
010277
be turned on or off using an option on Page 7 of the Setup Menu.
010278
This is explained in more detail in the chapter: Program Setup Menu.
010279
Similarly on page 7 of the Setup Menu one can have this function
010280
update the list only once a day, the first time the program is
010281
accessed.  It is recommended that both these options be placed on to
010282
allow daily update just once a day.
010283
010284
3. Items can be updated each time the program leaves the Periodic Item
010285
Menu. This option can be turned on or off using an option on Page 7
010286
of the Setup Menu.  Similarly on page 7 one can have this option
010287
function only once a day if desired.
010288
011001
!!!Type Code Checking and Directory
011002
This chapter describes how to use the type code to help organize and
011003
track groups of action items.  The following key topics are discussed in
011004
this chapter:
011005
011006
Type Code Directory Overview
011007
Type Code Directory Fields
011008
Adding and Revising Type Codes in the Directory
011009
Type Code Reports
011010
Checking Type Codes when Entering Action Items
011011
011012
***Type Code Directory Overview
011013
011014
The Type Code Directory and Validation allows one to make better use of
011015
the type codes by insuring that only those defined in the directory are
011016
used on new active and periodic action items.  When active or periodic
011017
items are added or revised their type codes are checked against the
011018
directory.  If they are not in the directory one can accept the type
011019
code, add it to the directory, or search the directory for another type
011020
code.  The Type Code Menu is used to maintain the Type Code Directory and
011021
is accessed by selecting Option "T" from the Main Menu.
011022
011023
***Type Code Directory Fields
011024
011025
The following fields are included in the Type Code Directory:
011026
011027
Type: This is the type code that can be up to 5 letters. They will be
011028
automatically capitalized.
011029
011030
Group: Group is a field used to group type codes to facilitate listing.
011031
Typical groups might include reports, peoples initials, maintenance
011032
functions, periodic items, departmental grouping, etc.  A report
011033
described below will list type codes by group.
011034
011035
Description: This should provide a brief description of the type code.
011036
011037
***Adding and Revising Type Codes in the Directory
011038
011039
Type codes are added by using option "A" on the Type Menu, and are
011040
revised by using options "T", and "G" on the Type Menu. These options are
011041
similar to the options described in the chapter on Adding and Revising
011042
Action Items.  If the "T" option is used the items are in the sequence by
011043
type code, and if the "G" option is used they are in order by group and
011044
type.
011045
011046
***Type Code Reports
011047
011048
The following Type Directory Reports can be printed using options from
011049
the Type Menu:
011050
011051
Option <1> Print Report - by Type: This option will print a
011052
report by type code showing type code, group, and description for all
011053
type codes in the directory.
011054
011055
Option <2> Print Report - by Group: This option will print a report by
011056
group and type code showing type code, group, and description
011057
for all type codes in the directory.
011058
011059
Option <3> Print Audit Report - in Active List but not Directory: This
011060
option will print a report showing all type codes used in the
011061
active action item list but not found in the Directory.  This
011062
report is useful in helping to update the Directory or correct
011063
type codes that are in error.
011064
011065
Option <4> Print Audit Report - in Historical List but not Directory:
011066
This option will print a report showing all type codes used in
011067
the historical action item list but not found in the
011068
Directory.  This report is useful in helping to update the
011069
Directory or correct type codes that are in error.
011070
011071
***Checking Type Codes when Entering Action Items
011072
011073
Type code checking can be enabled or disabled with the options on Page 8
011074
of the Setup Menu as described the chapter: Program Setup Menu.  With
011075
type code checking enabled the type code of any new or revised action
011076
item or periodic action item will be checked upon selection of an option
011077
at the bottom of the screen.  If the type code in the current item is in
011078
the Directory program action will continue as expected, but if it is not
011079
in the directory a message will appear to that effect at the bottom of
011080
the screen and the following options will be displayed:
011081
011082
Option <K> OK: This option will accept the type code as entered, and
011083
allow program execution to continue.
011084
011085
Option <C> Check: This option will check a revised type code against the
011086
directory and indicate if it is or is not found in the type
011087
011088
011089
Option <R> Revise: This option will allow the entered type code to be
011090
revised. Once OKed, (as described above), it will be entered
011091
into the displayed action item.
011092
011093
Option <A> Add: This option will initiate actions to add the type code
011094
into the Directory.  When selected fields for group and
011095
description will be displayed and should be filled in, after
011096
which one of the following options should be selected:
011097
011098
Option <0> Return to Menu: This option will exit the Directory
011099
addition option assuming one does not desire to add
011100
the type code to the Directory, and display the
011101
basic type check menu.
011102
011103
Option <R> Revise: This option allows one to revise the group
011104
or description that have just been entered.
011105
011106
Option <A> Add: This option will add the type, group, and
011107
description to the directory as just entered and
011108
011109
011110
Option <H> Hunt: This option will allow one to browse through
011111
the Type Code Directory and select a Type Code.
011112
When selected an entry block will be displayed to
011113
allow one to enter all or part of a Type Code.  If
011114
it is found it will be displayed, but if not one
011115
will be given a chance to try again.  When the
011116
"Enter" key is pressed with no entry the first Type
011117
Code in the Directory will be displayed.  In either
011118
case the following options will also be displayed:
011119
011120
Option <0> Return to Menu: This option will exit
011121
the Directory addition option assuming
011122
one does not desire to use a type code
011123
from the Directory, and display the basic
011124
type check menu.
011125
011126
Option <K> OK: This option will accept the type
011127
code as found in the directory, and allow
011128
program execution to continue.
011129
011130
Option <N> Next: The option will skip to the next
011131
type code in the directory.
011132
011133
Option <P> Previous: The option will skip to the
011134
previous type code in the directory.
011135
011136
Option <T> Top: The option will skip to the top of
011137
the directory.
011138
011139
Option <B> Bottom: The option will skip to the
011140
bottom of the directory.
011141
011142
Option <H> Hunt: This option will initiate the hunt
011143
process described above.
011144
012001
!!!Maintaining Items in the Historical File
012002
Although AMS is focused on getting action items completed it also
012003
provides a valuable resource in the historical file of completed actions
012004
that is referred to as the historical file.  This section describes
012005
several functions associated with revising and maintaining the historical
012006
files.
012007
012008
The following key topics are discussed:
012009
012010
Revising or Deleting Historical Items
012011
Restoring Items from Historical File to Active File
012012
Purging Items from the Historical File
012013
012014
***Revising or Deleting Historical Items
012015
012016
The Modify Historical Files Menu is accessed using Option “M” provides
012017
three options for accessing and revising historical data.  These options
012018
are described in detail in the chapter Adding and Revising Action Items.
012019
It should be noted that these options can be used both to update
012020
historical items that have been completed and can be used to restore an
012021
item that was inadvertently transferred to the historical file back to
012022
the active file.
012023
012024
***Restoring Items from Historical File to Active File
012025
012026
Occasionally it may be necessary to restore an item from the historical
012027
file to the active file either because it was accidentally given a
012028
completion date or in haste we may have found that the item was really
012029
not completed.  There are two methods for accomplishing this.  The first
012030
is to use the Revise Historical Items options and use Option <Z> to
012031
delete the completion date which initiates the transfer when one leaves
012032
the editing routine.  Secondly one can use the Modify Historical Files
012033
Menu Option 2: SINGLE Item Restoration from Historical to Active File.
012034
This second option allows one to retrieve an action item from the
012035
Historical File, erase the completion date and place it back in the
012036
Active file.  Upon selecting this option one will be asked to enter the
012037
action item number of the item to be retrieved. The item will be
012038
retrieved and restored to the Active File with appropriate on screen
012039
notification.  If the item can't be found one will also be notified.
012040
This option is useful if it is determined that an item has not been
012041
completed.
012042
012043
***Purging Items from the Historical File
012044
012045
With time the historical files will begin to take up valuable space on
012046
your disk drive.  This section describes how to eliminate older action
012047
items that may no longer be of particular use.
012048
012049
Use the Modify Historical Files Menu Option  1: PURGE Records from the
012050
Historical File.  This option will purge or erase completed action items
012051
in the Historical file that have completion dates older then a certain
012052
date that one selects.  Upon selecting this option one is asked to enter
012053
a date.  This function uses the completed date as the reference for
012054
determining which items to delete.  Enter the desired date, or just press
012055
"Enter" to abort to the Modify Historical Data Menu.  The system will
012056
then display a tabulation of the number of items to be deleted and the
012057
number of items that will remain after which one will be asked to "D"
012058
Delete the items, "R" Revise the deletion date, or "0" Abort and Return
012059
to the Modify Historical Files Menu.
012060
012061
CAUTION, this option can delete a lot of data in a hurry. Before using
012062
this option it is a good idea to print out a copy to the appropriate
012063
Historical Reports and make a Backup diskette of the data.  This option
012064
can help eliminate old records that aren't being use and thus save disk
012065
space and speed up program execution.
012066
013001
!!!Program Setup and Setup Menu
013002
This chapter provides a description of the items on the 8 pages of the
013003
SETUP MENU which determine program setup.  These pages and this chapter
013004
covers the following general areas:
013005
013006
Page 1: Action Item and Traveler Numbering
013007
Page 2: Report and Screen Format
013008
Page 3: Computer Hardware
013009
Page 4: Printer Hardware and Control Codes
013010
Page 5: Preset Group Reports
013011
Page 6: Names Listing for Traveler
013012
Page 7: Periodic Scheduling Item Numbering and Constants
013013
Page 8: Type Code Checking
013014
013015
The Setup Menu is accessed as Option "C" from the Main Menu, Option "4"
013016
from the Secondary Menu, or Option "C" from the Modify Historical Files
013017
Menu.  These pages are used to customize program configuration and
013018
features.  Page 1 will be displayed initially.  Other pages may be
013019
accessed from the menu by entering the page number. To revise the
013020
constants displayed press "R" and one can then change the constants.  If
013021
unacceptable values are entered the cursor will not leave the entry
013022
block.  Acceptable values may be shown beside many items. The items on
013023
each page are described below:
013024
013025
***Page 1: Action Item and Traveler Numbering
013026
013027
Responsible Work Group:  This should be a three letter abbreviation for
013028
work group.  It will be used as the prefix for the action item
013029
number.  The "XXX" initially found in this space may be left.  Also
013030
a one or two letter abbreviation may be used and the spaces left
013031
blank or padded with dashes.  This makes up the "XXX" part of the
013032
action item number format: "XXX.YY.NNNN". For example "GRP.91.0001".
013033
(See the chapter: Action Item Field Descriptions for a detailed
013034
description of Action Item Number structure.)
013035
013036
Action Item Year Number:  This is the last 2 digits of the current year
013037
and will make up part of the action item number.  It is
013038
automatically assigned by the system and will be updated each year
013039
by the computer.  This makes up the "YY" part of the action item
013040
number format: "XXX.YY.NNNN".  For example "GRP.91.0001".  (See
013041
section 4.0 for a detailed description of Action Item Number
013042
structure.)
013043
013044
Action Item Next Increment: This is a sequential number starting with
013045
"1". The number is automatically increased by 1 each time a new
013046
Action Item Number is assigned.  When the computer is started for
013047
the first time in a new year and the Action Item Year Number is
013048
increased this number will be reset to "1". This number is padded
013049
with zeros to make up the suffix, "NNNN", part of the action item
013050
number format: "XXX.YY.NNNN". For example "GRP.91.0001".  (See
013051
013052
structure.) for the action item number.
013053
013054
Print Action Item # on Traveler: This determines if action item numbers
013055
will be printed on blank traveler forms which are printed using
013056
Option "V" from the Main Menu.  If action items are written in one
013057
place and the numbers on the forms can be coordinated with computer
013058
input this feature should be turned on.  Since action item numbers
013059
are assigned by the computer upon data entry and can't be changed it
013060
may be difficult to use the proper forms to coordinate their use.
013061
013062
Traveler Year Number:  This is the last 2 digits of the current year
013063
which will make up part of the traveler action item number.  It is
013064
013065
by the computer.
013066
013067
Traveler Next Increment: This is the sequential number that is padded
013068
with zeros to make up the suffix for the action item number that
013069
will be printed on blank travelers if the Print Action Item # on
013070
Traveler is selected. This constant allows one to coordinate
013071
sequential traveler printing with the numbers being assigned by the
013072
computer.  At start up this should be "1".
013073
013074
Display Late / Due Alert Window on Main Menu: This option turns on and
013075
off the display of a small window in the top right hand corner of
013076
the Main Menu.  This window will list the number of action items
013077
that are late (in red) and due today (in yellow) as an alert.  If no
013078
items are late or due the window is green.  This option can be
013079
turned on and off with this option.
013080
013081
Group Title:  This title if entered will be placed at the top of the
013082
reports that are printed, and will customize the reports to an
013083
organizational group if desired.  This field may be left blank.
013084
013085
Password:  A password may be entered to prevent others from accessing the
013086
action item data.  WRITE DOWN THE PASSWORD YOU ENTER AND KEEP IT IN
013087
A SAFE PLACE.  It is suggested that no password be used.  If one
013088
forgets or looses the password it is possible to recover.  See the
013089
chapter: Problem Prevention and Solutions for more details.
013090
013091
***Page 2: Report and Screen Format
013092
013093
DUE BANNER: This option selects how the banners in the reports are set.
013094
If option "W" is selected the DUE THIS WEEK, and DUE AFTER THIS WEEK
013095
Banner will be based on a table that depends on the day of the week
013096
on which the reports are printed.  It assumes that reports printed
013097
on Friday will be used next week and as such will include the
013098
closest weekend, the following week, and the following week in the
013099
period "THIS WEEK".  Similarly if printed on any day Saturday
013100
through Thursday they will consider the period through the following
013101
weekend to be part of "THIS WEEK". It works!  But if all this is
013102
confusing set this item to "D" for days and the banners will be
013103
worded to state items due before a set date and items due after that
013104
date.  That date as determined by a number of days is set with the
013105
item described below.
013106
013107
Specified Days:  When the Due banner described above is set to "D" this
013108
item determines how far in advance the date for the Due Before and
013109
Due After banner is set.  This allows one to format the report to
013110
suit when it is issued and how frequently it is issued.  For example
013111
if the report is issued every two weeks then use 14 days, or every
013112
month use the number of days in the current month.
013113
013114
Display Priority:  This flag is set to "Y" to display the priority field
013115
in all on the screen an provide it in reports.  If set to "N" the
013116
field will not be displayed and the related reports will not be
013117
displayed in the menus.  This field will always exist in the
013118
database but can be removed from displays and printed reports if not
013119
used.
013120
013121
Display Supervisor:  This flag is set to "Y" to display the supervisor
013122
field in all on the screen an provide it in reports.  If set to "N"
013123
the field will not be displayed and the related reports will not be
013124
013125
013126
013127
013128
Allow Revision of Assigned Date: This should be "Y" to allow revision of
013129
the assigned date on entry or revision of an item otherwise the
013130
computer will assign the current date as the assigned date and it
013131
can not be altered.  If items are entered promptly why not let the
013132
computer do the work.
013133
013134
Action / Status Maximum Lines: This option determines the maximum number
013135
of lines that can be entered for action or status.  The default is
013136
100 lines, however the acceptable range is between 10 and 999.
013137
Normally this should be set at a value should be acceptable at 100.
013138
If larger action or status fields are needed it can be set larger.
013139
The larger number may slightly slow computer operation down when
013140
starting to edit or leaving an action or status field particularly
013141
on older, slower computers.  When you leave the Setup Menu a check
013142
will be made to be sure that you are not setting the value less then
013143
the longest action or status field.  If you have tried to set it
013144
shorter no harm will be done.  It will set the value to the longest
013145
action or status field found and inform you of the longest field in
013146
the current active, historical, and periodic listings.
013147
013148
Word Wrap: This setting will allow one to turn word wrap for the action
013149
and status fields on or off.  If it is off input will not carry over
013150
to the next line when typing input.  The default is to be set on.
013151
013152
Zoom On Window Opening: This option allows you to zoom the action or
013153
status window to full screen upon selecting action or status for
013154
editing.  This makes editing easier but obscures the other fields.
013155
The default is not to zoom the window upon accessing action or
013156
status.
013157
013158
Print Blank lines in reports for ACTIVE action and status fields:
013159
- By Responsible Person: Action:       Status:
013160
- By Supervisor:         Action:       Status:
013161
- Other Reports:         Action:       Status:
013162
These items allow one to assign the number of added blank lines that
013163
will be added to the various ACTIVE action item reports under the
013164
action and status fields.  In each case the printed text of the
013165
action and status will be printed.  Below the printed text the
013166
number of lines assigned will be provided.  These allow one to add
013167
or write in status on various reports.  These are then entered in
013168
the computer to update the action and status.  In general it is
013169
suggested that the reports by responsible person include 2 lines
013170
under action and 4 under status.  The others will normally be set to
013171
0.  If more extensive reporting is necessary them more lines can be
013172
added.  Acceptable values are between 0 and 9 lines. The last line
013173
effects all other ACTIVE item reports.  Other reports such as
013174
historical and periodic will only print the action and status text
013175
and not be effected by these settings.
013176
013177
***Page 3: Computer Hardware
013178
013179
Backup Drive Designation:  This is the floppy drive on which the Backup
013180
copies are to be made and restored from .  Usually this is drive "A"
013181
or "B", but drives A to Z are allowed.
013182
013183
Backup Diskette Size:  This is the size of the floppy diskettes that will
013184
be used for backup copies.  If the diskette is 5.25 inch it will be
013185
360 Kb or 1200 Kb.  If the diskette is 3.5 inch it will be 720 Kb or
013186
1440 Kb.  The default value is 360 Kb.
013187
013188
Color Monitor: This configures the system for color or black and white.
013189
013190
Save Historical File Indexes: This option will save the index files used
013191
to find Responsible Person or Supervisor items in historical files
013192
otherwise these files will be created each time needed.  Designating
013193
this option "N" will save disk space, or alternately designating it
013194
as "Y" and saving the files will speed access with the responsible
013195
person or Supervisor name to the historical files.  Since these
013196
files will be use rarely this item should probably be "N".
013197
013198
***Page 4: Printer Hardware and Control Codes
013199
013200
Printer Designation:  This is the address of the printer that will be
013201
used to print Action Item Tracking System Reports. This will usually
013202
be "PRN" or "LPT1" but LPT1, LPT2, LPT3, COM1,COM2, COM3, AND PRN
013203
are acceptable.
013204
013205
Lines per page for Reports: This designates the lines per page to be used
013206
in printing reports.  The normal value is 60, but may be changed to
013207
accommodate different paper size of fonts.
013208
013209
Normal Report Printing Code:  This is the printer control code used to
013210
setup the printer designated above before printing a report. Usually
013211
this will just be used to clear any other control codes that may
013212
have been sent to the printer previously. Enter printer control
013213
codes using the following formats:  Place letters or symbols in
013214
parenthesis: "A", and enter ASCII character numbers using the
013215
format: chr(27). Separate each item with a "+" sign.  For example
013216
the control code for an Epson printer to reset the default setup
013217
would be: chr(27)+"@". Similarly for an HP Laserjet Printer it would
013218
be: chr(27)+"E"
013219
013220
Report Complete / Restoration Code:  This code is similar to the previous
013221
one but is used to return the printer to it's normal condition in
013222
case the Normal Report Printing Code above was used to set the
013223
printer to a special setup.
013224
013225
Print Reports on Two Sides of Paper: This option should be selected as
013226
"Y" if the attached printer is capable of two sided printing, the
013227
following control code is entered, and two sided report printing is
013228
desired.  This allows one to save paper.  Even if the code is
013229
entered as described below this item will turn this function on and
013230
off.  When two sided report printing is enables added page ejects
013231
are issued so that reports by Responsible Person and Supervisor can
013232
be split up by person so that a full report will be ejected from the
013233
printing if printing ends on the first side of the page.
013234
013235
Two Sided Report Printing Code:  This code is similar to the ones above
013236
and is used at the start of a report to activate two sided report
013237
printing when the above option is also selected. This code is reset
013238
at the completion of each report with the Report Complete /
013239
Restoration Code described above.
013240
013241
***Page 5: Group Reports
013242
013243
Page 5 lists for two groups of reports that one can select to print using
013244
Options “3” and “4” on the Main Menu.  Each group can contain up to 5
013245
reports selected from either the Active or Historical Report Menu.  The
013246
reports use a two part code that represents the report menu for the first
013247
place and the specific report menu selection for the second place. The
013248
following report codes are used:
013249
013250
1st Place: 1 = ACTIVE       2nd Place:  Report Letter Code from
013251
2 = HISTORICAL               appropriate Report Menu
013252
013253
For example:   Group 1:  1A    Group 2:   2A
013254
1C               2C
013255
1E
013256
013257
This would provide two groups, the first which might be used weekly on
013258
Fridays to print weekly action item reports, and the second which might
013259
be used periodically to print historical reports for reference.  Once the
013260
report numbers have been entered select Option "S" to show the report
013261
names of the reports that have been selected and confirm that the desired
013262
reports have been selected.
013263
013264
***Page 6: Names Listing for Traveler
013265
013266
Page 6 lists the names of people who might be assigned action items on
013267
action item travelers.  Up to 12 people may be entered.  If not all
013268
spaces are filled the remaining spaces will show up as blanks that can be
013269
filled in later on the blank traveler form.  Typically one should enter
013270
the names of the key people in the work group.  These should be entered
013271
with the last name first and one initial as shown in the following
013272
013273
013274
013275
013276
Once the desired names have been entered they can be sorted
013277
alphabetically by selecting Option "S" on the menu.
013278
013279
***Page 7 : Periodic Scheduling Item Numbering and Constants
013280
013281
Page 7 includes settings to determine how the periodic action item
013282
function will perform.  It will set periodic action item sequential
013283
number and also determine when the active file is updated from the
013284
periodic file.  It is suggested that if you intend to use the periodic
013285
action items that they be set to update once daily upon system Setup.
013286
013287
Next Incremental Periodic Number: This is the next incremental number
013288
that will be assigned a periodic item.  The periodic item number
013289
will have the format of X-YYYYY where X is the periodicity type
013290
(Y=Yearly, M=Monthly, W=Weekly) and YYYYY is the next periodic
013291
number padded with zeroes. Numbers between 1 and 99999 are accepted.
013292
At startup this should be 1.
013293
013294
Designate options for automatic update of active items from periodic
013295
list: this option will determine when the system updates periodic
013296
items.  It is possible to check in the following situations:
013297
013298
- On system startup: (N = No, Y = Yes, P = Provide Prompt)
013299
013300
- On exit from Periodic Menu: (N = No, Y = Yes, P = Provide Prompt)
013301
In these cases "N" will not update, "Y" will automatically update,
013302
and "P" will request if one wants to update the active list from
013303
the periodic items.
013304
013305
- Update for above only once per day: (Y = Yes, N = No) will update
013306
on the first of the above options encountered but will limit
013307
updates to only once per day.
013308
013309
Default days lead time to schedule: This constant determines how many
013310
days before a periodic item is due the next time that it will be
013311
transferred to the active item listing.  It may be set from 0 to 999
013312
days.  This may be set to a different value each time a periodic
013313
item is entered.  The default value is 9 days.
013314
013315
***Page 8 : Type Code Checking
013316
013317
This page turns on or off the checking of type code checking when
013318
periodic or active action items are entered.
013319
013320
Check Action Item against type dictionary: This item determines if action
013321
items (Active, Historical, and Periodic) will be checked to insure
013322
that assigned types are in the Type Directory. (Y = Yes, N = No)
013323
013324
Check New or Revised Type Code against dictionary: This will determine if
013325
new or revised type codes are checked to see if they already exist
013326
in the type directory.  This helps prevent addition of duplicate
013327
type codes to the directory. (Y = Yes, N = No)"
013328
014001
!!!Spell Checking and Dictionary Maintenance
014002
This chapter covers the use of the dictionary and spell checker to check
014003
spelling of Action and Status items.  The following key topics are
014004
covered in this chapter:
014005
014006
Spell Checking Action and Status
014007
Dictionary Maintenance
014008
014009
***Spell Checking Action and Status
014010
014011
The spelling checker allows one to check the spelling of the action and
014012
status fields after text has been added or revised.  Other section
014013
describes to perform basic editing of text.  The spell checker is called
014014
after an action or status field has been selected for editing.  A window
014015
called the main spell dialog box will be displayed with 4 options listed
014016
in red at the top of the window. Option <F7> initiates the spell checker.
014017
The spell checker will begin checking immediately and display a rotating
014018
“propeller” in the box where the line number is displayed.  When a word
014019
is not found in the dictionary checking will stop, the line number will
014020
be displayed rather then the propeller and the main spelling dialog box
014021
will be displayed with the following options:
014022
014023
Option <K> Ok: This option will accept the work and continue checking.
014024
014025
Option <R> Revise: This option will display a blank field under the
014026
misspelled work.  Enter the replacement and press enter.  Three
014027
options will be provided:
014028
014029
- Option <C> Continue: this option will continue with the word
014030
replacement, and then with the spelling checking.  If the word
014031
is not in the dictionary the main spell dialog box will be
014032
displayed.  (If no word is entered in the block this option
014033
will not be displayed.)
014034
014035
- Option <R> Revise: which will allow one to again edit the word as
014036
was done above.
014037
014038
- Option <Q> Quit to Spell Menu: which will return the program to
014039
the main spelling dialog box.
014040
014041
Option <A> Add: This option will add the word to the dictionary and
014042
continue the spell check process.
014043
014044
Option <H> Hunt: This option will hunt through the dictionary and display
014045
up to 9 possible replacements for the word in question.  If no work
014046
is found a statement to that effect will be displayed and the
014047
options of the main spell dialog box will remain as options.  If
014048
possible replacements are found the main spell dialog box will be
014049
expanded to the right and the words displayed with a selection
014050
number to their left.  To select a word for replacement just select
014051
the number, the word will be replaced and the spell checking process
014052
will continue.  If none of the words are suitable the main spelling
014053
dialog box options are still available.
014054
014055
Option <Q> Quit: This option will cause the program to quit spell
014056
checking and return to editing.
014057
014058
If you start at the middle of the text the spell checker will ask if you
014059
want to continue when it reaches the bottom.  If you choose to continue
014060
it will continue checking until it reaches the point were it started.
014061
014062
***Dictionary Maintenance
014063
014064
The dictionary has just over 60,000 words.  A dictionary with 195,000
014065
words including technical and medical terms is available as an add on.
014066
One can add words while editing text as described above.  Words are case
014067
sensitive.  That is the word “the” is in the dictionary but the word
014068
“thE” is not.  When spell checking the spell checker analyzes words that
014069
are all upper case or at the beginning of a sentence and checks
014070
appropriately.
014071
014072
Dictionary Maintenance is performed from the Dictionary Menu which is
014073
accessed using option “W” (for words) from the Main Menu.  Three
014074
functions are available from the Dictionary Menu as described below:
014075
014076
Option A > Add Words to the Dictionary: This option will allow one to add
014077
words to the dictionary.  Select this option and on screen
014078
instructions will be displayed along with an entry field to add a
014079
word.  Enter the word you want to add and press enter.  If the word
014080
is not in the dictionary a statement confirming the addition will
014081
appear in green above the entry field.  You can then add another or
014082
just press <Enter> to return to the Dictionary Menu.  If the word is
014083
in the Dictionary a statement to that effect will appear in red and
014084
a menu with the following options:
014085
014086
Options: <Q> Quit to Menu: This option will return the program to
014087
the Dictionary menu.
014088
<R> Revise: This option will allow one to revise the word
014089
just entered.
014090
<A> Add another Word: This option will blank out the word
014091
just entered and allow another to be entered.
014092
014093
To return to the Dictionary Menu just press <Enter> with the word
014094
field empty.
014095
014096
Option D > Delete Words to the Dictionary: This option will allow one to
014097
delete words to the dictionary.  Select this option and on screen
014098
014099
word.  Enter the word you want to delete and press enter.  If the
014100
word is in the dictionary a statement confirming the deletion will
014101
appear in green above the entry field.  You can then delete another
014102
or just press <Enter> to return to the Dictionary Menu.  If the word
014103
is not in the Dictionary a statement to that effect will appear in
014104
red and a menu with the following options:
014105
014106
014107
014108
014109
014110
<D> Delete another Word: This option will blank out the
014111
word just entered and allow another to be entered.
014112
014113
014114
field empty.  When you to the Dictionary Menu the dictionary files
014115
will be packed and the words that were deleted will be removed.
014116
This may take some time on older slower machines.
014117
014118
Option C > Check Words in Dictionary: This option will let you check and
014119
see if specific words are in the dictionary.  When selected
014120
instructions and a field will be displayed.  Just enter the words to
014121
be checked and press <Enter>.  A statement indicating the word is or
014122
is not in the dictionary will be displayed and the entry field will
014123
be cleared.  One can continue entering word as necessary.  When
014124
complete just press <Enter> with the field empty and the program
014125
will return to the Dictionary Menu.
014126
014127
015001
!!!Making and Restoring Backup Diskettes
015002
This chapter covers the very important subject of frequently and
015003
regularly making and restoring backup copies.  One may use a plan of
015004
periodic backups for and entire hard disk on a stand alone computer or
015005
for a network in lieu of the process described here.  In any case this
015006
process also provides an easy to transport data for a group or project
015007
form on computer to another.  The following key topics are covered:
015008
015009
Making a Backup
015010
Restoring a Backup
015011
Restoring A Backup Made with Older Version
015012
015013
***Making a Backup
015014
015015
The importance of making backup copies of your data can not be over
015016
emphasized. Backup diskettes of the data should be made on a regular
015017
basis;  at least every week is recommended, after entering the last data
015018
for the week.  If the system is used frequently it may be advisable to
015019
backup the data more often. Using the backup routines is quite simple and
015020
is accomplished from the Secondary Menu using Options "1" to make backup
015021
diskettes, and Option "2" to restore the data from the backup diskettes.
015022
Each of these routines is quite simple and has been carefully setup to
015023
provide prompts and explain what is going on. In spite of this it is
015024
possible to loose data by retrieving data from an old backup copy and
015025
writing it over newer data so be careful and always think about what you
015026
are doing.  For maximum security one should have at least two sets of
015027
backup diskettes that are used alternately to make backups.  This way if
015028
one set gets damaged the other will still be available. The following
015029
describes how to make a backup copy and restore it.
015030
015031
Before using Options "1" BACKUP Data to Disks, or Option "2" RESTORE Data
015032
from Disks be sure that the Setup Menu has been setup correctly on the
015033
Revise Constants Menu, Page 3:
015034
015035
- Backup Drive Designation: This is the diskette drive that will be used
015036
to make the backup copies. This will usually be either "A" or "B".
015037
015038
- Backup Diskette Size: This is the size of the diskettes that will be
015039
015040
015041
A backup is made in the following manner:
015042
015043
1. Be sure that you have enough empty formatted diskettes to completely
015044
copy the files.  The number can be determined by selecting Secondary Menu
015045
Option "1" and then the backup Option you desire.  If the dictionary
015046
files are installed the following options are displayed if not they will
015047
be skipped and the action item files will be backed up:
015048
015049
Option 0 > Return to Secondary Menu
015050
015051
Option 1 > Backup Both Action Items and Dictionary Files
015052
015053
Option 2 > Backup Only Action Item Files
015054
015055
Option 3 > Backup Only Dictionary Files
015056
015057
Generally separate backups should be made for the dictionary and the
015058
Action Item files.  This will minimize the time to make a backup.
015059
Occasional dictionary backups may be appropriate based on how often you
015060
make dictionary changes and additions.
015061
015062
After one selects the files to be backed the following will be displayed:
015063
the designated drive, diskette size, number of diskettes required and the
015064
amount of space remaining on the last diskette used. If one does not want
015065
to make a backup just press "Enter" and return to the Secondary Menu.
015066
Diskettes used to make a backup be blank except that previously used
015067
backup diskettes can be used as the program will erase the old backup
015068
015069
015070
2. At the first screen enter "Y" to continue with the backup. You will
015071
then be requested to insert a diskette and then press any key to
015072
continue. The program will check to ensure that there is enough room on
015073
the diskette and that it is the proper size, after which it will copy the
015074
files onto the diskette. When the files have been copied you will be
015075
requested to remove the diskette and insert another.  Follow the
015076
instructions until informed that the backup is complete.  Write both the
015077
diskette sequential number and date on each diskette so that they can be
015078
inserted in proper order upon restoration.
015079
015080
3. Store the diskettes in a safe place.
015081
015082
015083
A few comments:
015084
015085
1. The backup and restoration procedures are usually done as a precaution
015086
in case of damage to the disk storage system. If the system fails to work
015087
it is possible to erase system files and install the basic program again
015088
then use the restore procedure to load the backup data.
015089
015090
2. The backup and restoration procedures may also be used if several work
015091
groups are keeping action item lists and only one computer is available.
015092
This would involve restoring the backup copy each time the program is
015093
needed making changes, additions, and writing reports as necessary, then
015094
making a backup that would be kept until needed again.  In this manner
015095
several groups could maintain their own data disks and use the system.
015096
015097
3. Usually one diskette will hold most of the data needed for an active
015098
action item tracking system.  The following provides a summary of the
015099
approximate diskette space required for various record and database
015100
sizes:
015101
015102
# Action Items    Lines: Action & Status    Backup Space Kb
015103
100               0   +   0                7 Kb
015104
100               5   +   5                162 Kb
015105
100               10  +   10               253 Kb
015106
100               20  +   20               435 Kb
015107
1000              10  +   10               2,466 Kb
015108
015109
A backup of just the 60,000 word dictionary takes 760 Kb.
015110
015111
4. Backup copies may not be made when the demonstration files are active.
015112
015113
***Restoring a Backup Copy
015114
015115
When files are restored all files that are on the backup copy will
015116
replace the current system files.  That is if there is both dictionary
015117
and action item files, they will both be replaced.  If only action item
015118
files are on the backup diskette then the current dictionary, if present
015119
will be in service after the restoration.
015120
015121
CAUTION this process will overwrite the data in the active, historical,
015122
periodic, and type directory files!
015123
015124
Restore data from a backup copy as follows:
015125
015126
1. Select Option "2" from the Secondary Menu.
015127
015128
2. After reading the caution screen enter a "Y" to continue.
015129
015130
3. Insert the first diskette as instructed, and press any key to
015131
continue. The program will check to be sure that the diskettes are
015132
entered in the proper sequence. If they are not entered in the proper
015133
sequence the actual diskette number will be displayed and one will be
015134
prompted for the correct diskette number.  Once each diskette has
015135
been copied one will be requested to insert each sequential diskette
015136
until the restoration is complete.
015137
015138
During the restoration process described above the date and time of the
015139
backup will be displayed. This together with the last action item number
015140
found on Page 1 of the Setup Menu can help determine how much data must
015141
be reconstructed if restoration was being done after a loss of data.
015142
015143
Data may not be restored from a backup copy when the demonstration files
015144
are active.
015145
015146
***Restoring Backup Made with Older Version
015147
015148
Older versions of AMS did not have all the features that the current
015149
versions have.  It may however be necessary to restore files from older
015150
copies of AMS.  The following provides a summary of how the restoration
015151
will be done:
015152
015153
Version 4.0, 4.1: Only the active and historical files will be restored.
015154
You will be given a choice of retaining the current Periodic and Type
015155
files or erasing them.  The dictionary will remain as it was initially.
015156
015157
Version 5.0, 5.01: Active, historical, periodic, and type files will be
015158
restored.  The dictionary will remain as it was initially.
015159
015160
It is recommended that after upgrading from an older version of AMS that
015161
you make a backup using the current features.
015162
016001
!!!Miscellaneous Functions
016002
This chapter covers two miscellaneous functions available on the
016003
Secondary Menu that do not seem to fit anywhere else.  The following
016004
topics are covered in this chapter:
016005
016006
Group Transfer of Individual Responsibilities
016007
Indexing Files
016008
016009
***Group Transfer of Individual Responsibilities
016010
016011
Occasionally responsibilities in a group will be shifted when a person
016012
leaves a group, is promoted, or is given new responsibilities.  This
016013
section tell how to use a function on the Secondary Menu Option 3: GROUP
016014
Transfer of Individual Responsibilities that will make this task much
016015
easier.  This feature allows one to easily change action item assignments
016016
to accommodate organizational changes that result in changes of
016017
responsibility. Specifically this feature allows one to change the
016018
supervisor or responsible person assigned to a group of action items.
016019
Both the active and periodic databases will be updated.  This will
016020
replace one persons name for another for both supervisor and responsible
016021
person.  The initial screen will display an explanation along with an
016022
input screen.  The following Options are available:
016023
016024
Options <0>: Ret. to Menu: This option will return the program to the
016025
Secondary Menu
016026
016027
Option <C>: Count Changes: This option will count the number of changes
016028
of each type to be made and display them on the screen.
016029
This function serves a sanity check before actual
016030
implementation with Option "U".
016031
016032
Option <R>: Revise: This option will allow data entry to determine the
016033
names of the individuals involved in the change and the
016034
extent of the change. The name entered in the OLD Name blank
016035
will be replaced with the name in the New Name blank. The
016036
Change column has a line for Supervisor and another for
016037
Responsible Person and should be marked "Y" if the changes
016038
are to be made for Responsible Person and Supervisor
016039
respectively. The second Swap column will also allow the NEW
016040
Name to be replaced with the OLD Name, that is two people in
016041
an organization exchange responsibilities.
016042
016043
Option <U>: Update Files: This option will implement the changes
016044
requested. Upon completion of the changes a tabulation of
016045
the number changes of each type will be displayed.
016046
016047
A few words of caution are in order.  Before using these functions think
016048
out what is to be done carefully.  If one person is to take the majority
016049
of the assignments it may be easier to use this function followed by a
016050
few individual changes then to make them all one at a time.  Also it
016051
there is a double change be careful to sequence the changes properly.
016052
That is if one person in the group is shifting responsibility to another
016053
and also picking up new responsibilities his responsibilities should be
016054
shifted first to the other person. In complex moves it may be necessary
016055
to make intermediate transfers to a fictitious person. It should be noted
016056
that if the Display Supervisor flag is turned off on Page 2 of the Setup
016057
Menu the Supervisor options will not be available on this option.
016058
016059
***Indexing Files
016060
016061
Secondary Menu Option 5: INDEX Files: This function is intended to
016062
reconstruct the index files.  In general it will not be necessary to use
016063
this function except in case of a problem where the files are corrupted.
016064
See the following chapter for more details.
016065
017001
!!!Problem Prevention and Solutions
017002
Hopefully you are reading this chapter because you are interested in
017003
preventing problems before the occur.  As anyone who has used a computer
017004
knows a great many things can go wrong!  This section provides a few
017005
solutions to problems that might be encountered.  The problems are listed
017006
so as to describe the problem followed by the solution. Even though a
017007
problem you is not mentioned specifically one of the problems may be
017008
close and the solution may work or at least provide an idea that will
017009
allow solution.  This chapter covers the following key topics:
017010
017011
Preventing Problems
017012
Problem Solutions to Some Common Problems
017013
017014
***Preventing Problems
017015
017016
A few preventative measures:
017017
017018
1. Always make a backup of your data using the procedures described in
017019
the previous chapter.  This should be done at least once a week, after
017020
weekly data entry is a good time.  Have at least two backup disks and
017021
alternate them every other week.  Also keep all raw input data for at
017022
least two weeks.  It can be kept together in a file and discarded when
017023
new data is added.
017024
017025
2. A word of CAUTION, be sure to leave the Action Item Tracking
017026
System completely before shutting off power to the computer. This is
017027
accomplished from the Main Menu by using Option "0". Your should also be
017028
sure that your computer is not doing any more writing to the hard disk
017029
before turning it off.  This can be checked by making sure that you do
017030
not hear any disk drive noise and that the light on the disk drive is
017031
out.  (This may take as much as 2 or 3 seconds with some types of delayed
017032
write disk cachets.)  IF THIS IS NOT DONE DATA MAY BE LOST!!!!
017033
017034
3. Periodically run copies of the complete Active and Historical Files
017035
using Option "A" form both Report Menus.  This will ensure that you have
017036
copies of all the old data even if a problem occurs.
017037
017038
4. The Setup Menu provides the ability to change the action item
017039
increment number and the periodic item increment number.  It is very
017040
important that different action items with the same number not be
017041
entered.  If this occurs the action and status lines from different
017042
action items but with the same action item number will become mixed
017043
between the two items and recovering them will be impossible. If for some
017044
reason it is necessary to reset these numbers be sure and set them to
017045
numbers that are high enough not to interfere with existing action items.
017046
If you have a system crash during action item entry check to see which
017047
items appear to be successfully entered and be sure the next action item
017048
number is greater then any that you attempted to enter.
017049
017050
***Problem Solutions to Some Common Problems
017051
017052
Now for some problems and solutions:
017053
017054
Individual action items can not be accessed even though they have been
017055
entered. This may be caused by a power failure, or failing to properly
017056
quit the system before turning the power off.  It may also be caused by
017057
improper entry of a completion date that transfers an item from the
017058
active file to the historical.  Option "3" PURGE Records from the
017059
Historical File on the Secondary Menu can also cause unexpected loss of
017060
data if not used properly.
017061
017062
The following sequence provides a normal trouble shooting sequence:
017063
017064
1. From the Secondary Menu run Option "7" Index Files.
017065
017066
2. Try again to find the lost data with Options "I" or "R" from the Main
017067
017068
017069
3. Print a report to show what items are in both the Active and
017070
Historical files.  This may be accomplished by running Option "A" on
017071
both the Active and Historical Report Menu.  An item that was entered
017072
in the Active file may have inadvertently had a completion date
017073
entered in which it was transferred to the Historical file.  A review
017074
of the reports will show this and the item can be returned to the
017075
Active file using Option "4" SINGLE Item Restoration from Historical
017076
File to Active File.
017077
017078
4. Check the reports to see if data in the last data entry session has
017079
been lost, and if so reenter it.
017080
017081
5. If the above fail to work install the program again as follows:
017082
017083
a. Erase all files in directory \AMS.
017084
017085
b. Reinstall the Action Management System as described in section
017086
initial installation.
017087
017088
c. Restore the data from the Backup diskette as described in the
017089
previous chapter.
017090
017091
d. Enter any data that was entered after the Backup diskette was
017092
made.
017093
017094
If an error message appears on the screen and a choice is given to
017095
"Quit", "Ignore", or "Retry".  In general it probably will not be
017096
possible to recover from anything except a printer problem where the
017097
printer is off line.  If this happens reset the printer, put it back on
017098
line, and press "R" to start the printing again. For other problems
017099
return to DOS and try again.  After leaving the program attempt to
017100
restart the program a check on the data most recently entered.  If there
017101
appears to be a problem follow the sequence above.
017102
017103
Another possible problem is that the FILES= statement in the CONFIG.SYS
017104
file is set to low.  It must be set to at least FILES=45 for AMS to run
017105
properly with version 5.20 or higher.  Also this is just a minimum.  If
017106
other programs are running under windows for example a value considerably
017107
higher may be necessary. If computer power is shut off while the
017108
demonstration files are being used, start the program as you normally
017109
would and AMS should automatically restore your original data files and
017110
reconstruct the index files.
017111
017112
In some cases the memory files may become corrupted.  If this occurs the
017113
memory files AMSMEMO.MEM, AMSMMEMV.MEM, AND AMSMEMW.MEM may be erased.
017114
Then start AMS as normal and you will go through the startup sequence.
017115
After completing the startup sequence it will be necessary to review all
017116
pages of the Setup Menu and update data as necessary.  It will be
017117
necessary for example to set the next action item sequential number and
017118
the periodic item sequential number to a value beyond the last ones used.
017119
017120
If you observe action or status lines that look like every other line is
017121
from a different action item it many be because you have entered action
017122
items with the same action item number.
017123
017124
If all this fails the following chapter describes how users can get
017125
assistance.
017126
018001
!!!Technical Support, Suggestions, and Program Updates
018002
018003
This chapter covers the following key subjects:
018004
018005
Technical Support
018006
Suggestions
018007
Program Updates
018008
018009
***Technical Support
018010
018011
Before requesting assistance, it is strongly suggested that the AMS Users
018012
Manual or Online Help be consulted in detail first.  In particular
018013
consult the previous chapter first.  If you are still unable to resolve
018014
the difficulty, then use one of the two methods listed below. These are
018015
listed in order of preferance and in general in the of speed with which
018016
they will be answered:
018017
018018
1. E-Mail via CompuServe
018019
Print a copy of the Technical Assistance Form using the Help Menu Option
018020
<8>. Write an E-Mail Message using this form as guidence, answering or
018021
providing all the information requested.   Be sure to provide as much
018022
information as possible to assist in solving the problem. This should be
018023
sent to:
018024
018025
Bill Tucker
018026
CompuServe Id #: 71730,2300
018027
018028
Usually I check E-Mail daily and will attempt to answer within 24 hours,
018029
althought at times there may be a longer delay.  THIS METHOD IS THE
018030
PREFERRED METHOD OF OBTAINING ASSISTANCE AND WILL YIELD THE QUICKEST
018031
RESULTS.
018032
018033
2. Technical Assistance Form
018034
The Technical Assistance Form is printed from the Help Menu Using Option
018035
<8>. Complete the form and mail it to the address indicated.  Be sure to
018036
provide as much information as possible to assist in solving the problem.
018037
A copy of the screen or screens showing the problem and any error
018038
messages would be helpful.  This can often be printed using the "Print
018039
Screen" key on the computer.  A copy to any reports that have a problem
018040
should also be included.  Also be sure to provide as much detail as
018041
possible on the operations and steps followed immediately before the
018042
problem was experienced.
018043
018044
If you have suggestions feel free to send them to me.  This may be done
018045
wing the Technical Assistance form or just a quick memo. I am interested
018046
in improving AMS and have several enhancements in progress at present.
018047
Your comments are appreciated.  Mail the form to:
018048
018049
018050
26058 Blossom Lane
018051
Grosse Ile, MI 48138
018052
018053
I will generally try to reply within a week.
018054
018055
***Suggestions
018056
018057
Suggestions are always welcome!  Many of the improvements that have been
018058
incorperated into AMS have been the direct result of user suggestions and
018059
requests.  I usually have a list of 20 or 30 enhancements that I have
018060
contemplated on my own or that have been suggested.  A later chapter
018061
titles Program Update Summary provides an idea of the improvements that
018062
have been incorperated in the last few program revisions.  I can’t do
018063
them all so user suggestions help prioritize which ones get incorperated.
018064
Drop me a Message on E-Mail or a letter in the Mail to the addresses
018065
provided in the previous section.
018066
018067
***Program Updates
018068
018069
I try to put out one major revision each year, at least!  These are
018070
usually issued in the first quarter of the year.  (Issue date has
018071
something to do with the fact that you can’t go sailing in the middle of
018072
winter with the lakes frozen over.)  Updates will probably be more
018073
frequent in the future due to the backlog of improvements that behind
018074
version 5.20 which was quite time consuming.
018075
018076
Updates may be obtained in several ways:
018077
018078
1. Updates may be downloaded from the CompuServe, PC Applications Forum
018079
Library 6, as AMSxxx.EXE where the xxx is the latest revision number
018080
providing a file named AMS520.EXE for example.  Be sure to do a file
018081
search using AMS*.EXE to be sure you are downloading the latest version.
018082
018083
2. Updates may be obtained by mail using the registration form.  The
018084
registration form may be printed from the Secondary Menu by using Option
018085
6 on a system with a registered copy of AMS, or on one of the several
018086
other obvious selections such as option <X> from the Main Menu on an
018087
unregistered program.  The cost of the latest copy of AMS is $10.00.
018088
This does not cover registration.  Upgrade from earlier versions may have
018089
an added fee.
018090
018091
Updates are available from a number of sources including BBSs and
018092
shareware distribution houses.  Some of there are not the latest version.
018093
The CompuServe Forum mentioned above will have the latest version within
018094
a few days of issue.  Upon registration if you do not have the most up to
018095
date version I will send you a copy.
018096
019001
!!!Keyboard Functions
019002
The keys on the computer keyboard are fairly basic and one can probably
019003
muddle through from experience and by trial and error.  A couple of
019004
unfamiliar functions may help speed data input and revision.  In addition
019005
special hot keys have been assigned to assist in viewing the Action and
019006
Status fields when in the viewing (not editing) mode.  The key sections
019007
in this chapter are:
019008
019009
Basic Keyboard Functions
019010
Action and Status Viewing Keys
019011
019012
Key names may vary depending on the brand and age of the keyboard.  Also
019013
when a key pair such as <Ctrl>+<Y> is used you should press and hold the
019014
first key the press the second.  The keys represented as <Left>, <Right>,
019015
<Up>, <Down> etc. are the left arrow, right arrow, up arrow, and down
019016
arrow respectively.
019017
019018
***Basic Keyboard Functions
019019
019020
These functions apply in general when editing a data entry screen and the
019021
associated fields such as responsible person, description, etc. as well
019022
as the action and status fields.  In a few cases there are differences
019023
when editing action and status fields and there will be pointed out.
019024
019025
<Back Space>: This key will delete the character to the left of the
019026
cursor and move the cursor back one space to the left of the
019027
cursor's starting position.
019028
019029
<Ctrl>+<Left>: Will skip the cursor to the next word to the left.
019030
019031
<Ctrl>+<Right>: Will skip the cursor to the next word to the right.
019032
019033
<Ctrl>+<Page Up> or <Ctrl>+<Home>: When editing Action or Status will
019034
skip to the top of the item being edited.
019035
019036
<Ctrl>+<Page Down> or <Ctrl>+<End>: When editing Action and Status will
019037
skip to the bottom of the item being edited.
019038
019039
<Ctrl>+<T>: When positioned at the first character of a word the entire
019040
word will be deleted.  If positioned in the middle of a word the
019041
letter above and remainder of the word will be deleted.
019042
019043
<Ctrl>+<Y>: When the "Ctrl" key is held down and the "Y" key is pressed
019044
the remaining contents of the data entry field at and beyond the
019045
cursor will be erased.  For the Action and Status fields the entire
019046
line will be deleted.  This feature is particularly useful for
019047
revising data.
019048
019049
<Del> or <Delete>: This key will delete the character above the cursor
019050
and move the text together to fill the space.
019051
019052
<End>: This key will move the cursor to the last character in the data
019053
entry field or the last character in the line when editing Action or
019054
Status.  When editing a normal data entry field it will then toggle
019055
between the last character entered in the field and the end of the
019056
field.
019057
019058
<Enter> or <Return>: This key will move the cursor to the beginning of
019059
the next field for normal data entry.  When editing Action or Status
019060
lines it will start a new line, or in the middle of text will place
019061
the remainder of the line after the cursor on the next line.
019062
019063
<Home>: This key will move the cursor to the first space in the data
019064
entry field or the first character in the line when editing Action
019065
or Status.
019066
019067
<Left> and <Right>, Horizontal Cursor Movement Arrows: These keys will
019068
move the cursor one space to the right or left.  When the end of a
019069
field is encountered the cursor will jump to the beginning of the
019070
next field.
019071
019072
<Ins> or <Insert>: This key will toggle between the overwrite and the
019073
insert mode.  In the write over mode text will be written over the
019074
existing text.  In the insert mode text will be inserted at the
019075
cursor and existing text pushed ahead of the inserted text.  When
019076
editing Action and Status the mode is displayed in the box at the
019077
top right side of the editing area as “Ins.” or “Over” respectively.
019078
019079
<PgDn> or <Page Down>: In the data entry mode this key will cause the
019080
cursor to skip to the last field, entering  all the data displayed.
019081
This is a convenient way to exit the editing mode and activate the
019082
menu at the bottom of the page.  When editing Action or Status the
019083
cursor will first skip to the bottom or top of the screen
019084
respectively and then skip an entire page at a time.
019085
019086
<Up> and <Down>: Vertical Cursor Movement Arrows: These keys will cause
019087
the cursor to jump to the beginning of the previous field (up arrow)
019088
or beginning of the next field (down arrow).
019089
019090
***Action and Status Viewing Keys
019091
019092
019093
019094
019095
019096
019097
019098
019099
because Action and <Alt> begin with the same letter and <Cont> is the
019100
019101
019102
019103
019104
019105
019106
<Alt> + <Page Up> Scroll action up a page, (5 lines) at a time.
019107
<Alt> + <Page Down> Scroll action down a page, (5 lines) at a time.
019108
019109
019110
019111
019112
019113
019114
019115
<Ctrl> + <Page Up> Scroll status up a page, (5 lines) at a time.
019116
<Ctrl> + <Page Down> Scroll status down a page, (5 lines) at a time.
019117
019118
019119
020001
!!!Hardware Requirements
020002
020003
The following constitutes the basic requirements for running AMS.
020004
Obviously the greater the capabilities of the computer the faster the
020005
program will run.
020006
020007
1. IBM PC or compatible with at least a 386SX processor.  At least a 386-
020008
33 processor is recommended, and higher will produce noticeable
020009
improvement in performance.
020010
020011
2. PC-DOS or MS-DOS version 3.3 or higher
020012
020013
3. 500 Kb total free memory of which 150 Kb must be conventional and the
020014
remainder can be extended.  At least 2 Mb of memory is recomended.
020015
020016
4. Hard disk drive with about 4.2 Mb available or 2.7 Mb if AMS is
020017
decompressed in the \AMS directory.
020018
(AMS will require 4.2 Meg. to allow compressed program expansion and
020019
installation.  Once installed, files in the directory from which it
020020
was installed can be erased and only 2.5 Meg. will be required.
020021
Space requirements can be reduced by eliminating the help, dictionary
020022
and demonstration files. Obviously as action items are added space
020023
requirements will increase. 100 action items with 10 lines of status
020024
and 10 lines of text will occupy about 125 Kb. of disk space.)
020025
020026
5. Video monitor, preferably color
020027
020028
6. Printer
020029
[End of Chapter}
021001
!!!Program Files
021002
021003
Because inquiring minds want to know this chapter provides information of
021004
the files used by AMS. This chapter covers the following subjects:
021005
021006
Files Names and Use
021007
Database File Size and Disk Usage
021008
Suggestions on Saving Disk Space
021009
021010
***File Names and Use
021011
021012
The following provides a brief summary of the names and use of the
021013
various AMS files you will find on your disk:
021014
021015
AMSxxx.EXE - AMS is distributed in a self extracting file in the form
021016
AMSxxx.EXE where xxx is the version number.
021017
021018
AMSxxx.ZIP - AMS is compressed ZIP format in the form AMSxxx.EXE where
021019
xxx is the version number.
021020
021021
The self extracting file includes the following files:
021022
AMS.BAT             -  Batch file to set directory & start AMS
021023
AMS.PIF             -  Windows PIF file to start AMS from Windows
021024
AMS.ICO             -  Windows Icon file
021025
AMSS.EXE            -  Main AMS executable file
021026
AMSF.DBF            -  Skeleton action item file
021027
AMSP.DBF            -  Skeleton periodic action item file
021028
AMST.DBF            -  Skeleton type file
021029
AMSW.DBF            -  Skeleton action and status file
021030
AMSDEMAA.DBF        \
021031
AMSDEMA1.DBF        \
021032
AMSDEMHH.DBF        \
021033
AMSDEMH1.DBF         \
021034
AMSDEMPP.DBF          - Demonstration files
021035
AMSDEMP1.DBF          - Demonstration files
021036
AMSDEMOT.DBF         /
021037
AMSDEMOO.MEM        /
021038
AMSFHELP.DBF        -  Help file
021039
STDFW001.DBF        \
021040
STDFW002.DBF         - Standard 60,000 word dictionary files
021041
STDFW003.DBF        /
021042
INSTALL.BAT         -  Installation file to set up AMS system
021043
UPDATE.BAT          -  Update file to install a new AMS version
021044
FILE_ID.DIZ         -  Brief description of AMS used for
021045
identification by some BBS's
021046
AMS_READ.ME         -  Guidance for the Jack Rabbit who wants to get
021047
started fast!
021048
021049
After installation the following files are present:
021050
AMSFAAAA.DBF        -  Active database file
021051
AMSFHHHH.DBF        -  Historical database file
021052
AMSFPPPP.DBF        -  Periodic database file
021053
AMSFTTTT.DBF        -  Type database file
021054
AMSFAAAA.CDX        \
021055
AMSFAAA1.CDX         \
021056
AMSFHHHH.CDX          \
021057
AMSFHHH1.CDX           \   -Index Files
021058
AMSFPPPP.CDX            /
021059
AMSFPPP1.CDX           /
021060
AMSITTTT.CDX          /
021061
AMSMMEMO.MEM        \
021062
AMSMMEMV.MEM         - Memory files for program variables
021063
AMSMMEMW.MEM        /
021064
AMSFHELP.DBF        - Help database file
021065
AMSFHELP.CDX        - Help index file (created on first use of help)
021066
AMSFW001.DBF        \
021067
AMSFW002.DBF         - Dictionary database files
021068
AMSFW003.DBF        /
021069
AMSFW001.CDX        \
021070
AMSFW002.CDX         - Dictionary index files
021071
AMSFW003.CDX        /
021072
021073
During program execution temporary files are occasionally created.
021074
Usually one will not see them unless there is a problem. The following
021075
are typical temporary files:
021076
021077
AMSSAVAA.DBF \
021078
AMSSAVHH.DBF   \
021079
AMSSAVPP.DBF    \
021080
AMSSAVA1.DBF      \ Temporary files for main files while using
021081
AMSSAVH1.DBF      / the demonstration files
021082
AMSSAVP1.DBF    /
021083
AMSSAVTT.DBF   /
021084
AMSSAVEO.MEM /
021085
AMSFXXXX.DBF  \
021086
AMSFYYYY.DBF   \
021087
AMSFZZZZ.DBF     \  - Various Temporary files
021088
AMSFXXXX.CDX       /
021089
AMSFYYYY.CDX     /
021090
AMSFZZZZ.CDX   /
021091
AMSIXXXX.IDX  /
021092
CONFIG.AMS   /
021093
021094
***Database File Size and Disk Usage
021095
021096
The following is a summary of normal space use of AMS:
021097
021098
The normal newly installed AMS system occupies 2,200 Kb. of space.  Of
021099
this the following items absorb part of this space:
021100
021101
Dictionary and Indexes: 1,350 Kb.
021102
Help File and Index: 350 Kb.
021103
Demonstration Files: 14 Kb.
021104
021105
The following is a summary of the space occupied by various size database
021106
files.  Obviously how many lines of action or status are included and the
021107
number of action items will effect the space occupied.
021108
021109
# Action Items    Lines: Action & Status    Disk Space Kb
021110
100               0   +   0                37 Kb
021111
100               5   +   5                202 Kb
021112
100               10  +   10               297 Kb
021113
100               20  +   20               489 Kb
021114
1000              10  +   10               2,650 Kb
021115
021116
***Suggestions on Saving Disk Space
021117
021118
Space can be saved during installation and update by placing the
021119
compressed distribution file in the \AMS directory and expanding it
021120
there. When it is expanded one will be asked if one wants to overwrite
021121
the existing files and one should answer yes.  (This process will not
021122
damage any of your installed data files.)  Then run the install.bat or
021123
update.bat from the \AMS directory as appropriate.  Again on will receive
021124
the error message “File cannot be copied onto itself” which is normal.
021125
021126
Space can be saved by removing the Dictionary, Help, and Demonstration
021127
files.  AMS automatically checks for there files on startup and will
021128
adjust various functions and menu items based on which of these files are
021129
present.
021130
021131
If the dictionary files are present AMS checks for the index files and if
021132
they are not present will build them on startup.  The index file for help
021133
is built the first time help is accessed.  The index files for the
021134
demonstration files are built each time the demonstration files are used
021135
and the normal action item index files are erased, but rebuilt once the
021136
normal files are restored. One can erase the database and index file
021137
groups for one or all of the Dictionary, Help, and Demonstration
021138
021139
021140
To remove the Dictionary execute the following commands:
021141
021142
cd\ams              - Go to the AMS directory
021143
erase amsfw00?.???  - Erase the AMS dictionary and index files
021144
021145
To remove the Demonstration files execute the following commands:
021146
021147
021148
erase amsdem??.???  - Erase the demonstration files
021149
021150
To remove the Help files execute the following commands:
021151
021152
021153
erase amsfhelp.???  - Erase the help files
021154
021155
To reinstall the various files follow the following instructions:
021156
021157
Decompress the compressed distribution file in a directory other then the
021158
\ams directory.  Make the directory with the decompressed files the
021159
active directory:
021160
021161
To reinstall the Dictionary Files execute the following command:
021162
021163
copy amsfw00?.dbf \ams
021164
021165
This will reinstall the dictionary files.  The indexes will be
021166
rebuilt next time AMS is started.
021167
021168
021169
To reinstall the Help Demonstration Files execute the following command:
021170
021171
021172
copy amsdem??.??? \ams
021173
021174
This will reinstall the demonstration files.  The indexes will be
021175
rebuilt next time the demonstration files are made active.
021176
021177
To reinstall the Help File execute the following command:
021178
021179
021180
copy amsfhelp.dbf \ams
021181
021182
This will reinstall the help file.  The index will be rebuilt next
021183
time the on-line help is accessed.
021184
022001
!!!Program Update Summary
022002
The following describes the changes that have been incorporated in each
022003
revision of the Action Management System.  Some of the original
022004
descriptive material for older changes has been deleted or summarized as
022005
it is no longer relevant.
022006
022007
Version 4.00 to 4.10
022008
022009
UPGRADES:
022010
022011
1. The Main Menu has been reorganized to incorporate new features,
022012
improve ease of use, and accommodate future enhancements.
022013
2. The Main Menu has modified to add an item that allows one to access
022014
the Revise/Delete Option with the Supervisors name..
022015
3. A Modify Historical Files Menu has been added as Option "M" on the
022016
022017
4. Report printing on 2 sides of the page was incorporated.
022018
6. The Date Assigned can now be edited if desired and option is set to do
022019
so.
022020
7. The backup and restore functions have been improved with better
022021
prompts and changes to help deal with problems that may occur during
022022
these operations.
022023
8. The reference field was capitalized after entry.  It is no longer
022024
capitalized so both upper and lower case letters can be used.
022025
022026
Version 4.10 to 5.00
022027
022028
022029
022030
1. The automatic scheduling module features were added to allow
022031
scheduling of periodic action items
022032
2. A type directory has been added to organize and define type codes as
022033
well as check them on new and revised action items.
022034
3. Print date of printing on registration form.
022035
4. To facilitate use with windows an ICON, and a PIF have been added to
022036
the program files.
022037
5. Installation and update routines have been improved to make
022038
installation and update easier and more flexible.  This includes
022039
accommodation of ZIP distribution files.
022040
022041
Version 5.00 to 5.20
022042
022043
022044
022045
1. Rearranged menu particularly the Main Menu to accommodate new
022046
features.  The Constants Revision Menu is now the Setup Menu to
022047
conform with more conventional terminology.
022048
2. Spell Checking has been added for the Action and Status fields with
022049
A. 60,000 work dictionary and 195,000 word dictionary available as an
022050
option.
022051
B. Repeat words are identified.
022052
3. Late / Due warning block display quick status and late warning on top
022053
of the Main Menu.
022054
4. Installed word wrap capability for action and status blocks.  This
022055
upgrade included major enhancements including the following:
022056
A. Much longer (over 15 pages if desired!) field for both action and
022057
status.  This feature greatly expands the flexibility of AMS.
022058
B. Text will automatically wrap to the next line when entering action
022059
and status.
022060
C. Action and status windows can be zoomed to fill the whole screen
022061
when editing.
022062
D. Action and status can be scrolled with hot keys to view entire
022063
text in the windows.
022064
5. Several programming upgrades have been made to improve AMS performance
022065
on your computer:
022066
A. Compact, compound, indexes are used to reduce use of disk space
022067
and to reduce the number of file handles in use.
022068
B. AMS now takes advantage of extended memory to speed performance.
022069
NOTE:  This now means that you should have at least 2 Meg of
022070
Extended Memory on your machine to obtain proper performance.  A
022071
machine with at least a 386SX microprocessor is required and a
022072
386DX33 or better is strongly recommended.
022073
C. Program code has been optimized to speed performance.
022074
D. AMS is compiled and the executable file is compressed to save
022075
space on your hard drive.
022076
6. For new installation several constant have been changed to be more
022077
consistent with the most system configurations:
022078
A. Default number of lines for printing reports is now 60 instead of
022079
66 to be consistent with more printers.
022080
7. Eliminated program amszap.bat that erased supplemental files.  These
022081
files can still be erased from the AMS directory but I decided that
022082
having such a program around could lead to easily to accidental
022083
deletion of files.
022084
8. Eliminated the search menu option to find an action item by item
022085
number as this is redundant to the similar feature from the main
022086
022087
9. New On-line Help System has been added with expanded help and the
022088
following features:
022089
A. More on-line help chapters have been added.
022090
B. Easier navigation within chapters including highlighted
022091
subtopics.
022092
C. Each chapter can be individually printed, just print the sections
022093
you need.
022094
D. The Users Manual is now printed from the On-line Help Menu.
022095
(There is no separate file.)
022096
E. The program revision summary file has been incorporated into the
022097
on-line help, as this chapter and the separate file eliminated.
022098
022099
CORRECTIONS:
022100
022101
1. Corrected a problem with the printing routines that under unusual
022102
circumstances might cause the computer to hang (go into a loop).
022103
2. Modified a routine so it would erase temporary files used in report
022104
writing after they had served their purpose.  (No functional problem
022105
would have resulted just an unnecessary file was left using up disk
022106
space.)
022107
3. Corrected a problem that on very rare occasions might have prevented
022108
the automatic overwrite of old backup diskette files while making
022109
a new backup.
022110
4. Corrected error in demonstration files that would have given completed
022111
dates before assigned dates and have reset the next action item
022112
number and traveler number to 1 on initiation.
022113
5. Corrected a problem where an "erased" periodic item number field would
022114
indicate a no find rather then start at the beginning of the listing.
022115
023001
!!!Other Stuff
023002
This section is intended to satisfy inquiring minds that want to know and
023003
covers the following topics:
023004
023005
Credit Where Credit is Due
023006
The AMS ICON
023007
Who is Bill Tucker
023008
023009
***Credit Where Credit is Due
023010
023011
AMS would not have become a reality without some excellent software. This
023012
section lists some of that software and tells how it was used.
023013
023014
dBase II, by Ashton Tate - the very early grandparent of AMS was written
023015
in this buggy but remarkable program that started it all
023016
023017
CA-Clipper 5.2D, by Computer Associates - which was used to compile AMS
023018
so it could be available as a shareware product
023019
023020
CauseWay 1.2a, by Michael Devore and John Wildsmith - which was used to
023021
compile AMS and provides the 386 DOS extender features which allow
023022
it to run faster and take advantage of extended memory.  The
023023
CauseWay compressor was used to compress the executable file and
023024
save you a couple hundred K of disk space.
023025
023026
FoxBase+ & FoxPro, by Fox Software and now Microsoft - which provided the
023027
initial base for most of the program development and file
023028
manipulation
023029
023030
Microsoft FoxPro Ver. 2.5 - was used for a good part of the recent
023031
program development and ease of file manipulation.
023032
023033
Stereo Shell 4.1, by Emery Wooten - a great..the greatest shell for
023034
moving files around, which made me quit hating directories, and
023035
without which I would probably still be looking for the bits that
023036
make up AMS...and Emery please do it in windows!
023037
023038
QEdit 2.1, and The SemWare Editor Version 2.0 by SemWare - the great
023039
editors that I customized and did all the programming with
023040
023041
LHA  2.13, by Haruyasu Yoshizaki - an excellent file compression program
023042
use to make the self extracting file used to deliver AMS
023043
023044
PKZIP 2.04G, by PKWARE Inc. - the much used file compression program for
023045
distribution on BBS's.
023046
023047
Share Spell 2.3 by Acropolis Software - an excellent spelling checker
023048
used to check this manual and the help modules which in spite of my
023049
terrible spelling and typing can still figure out how to spell what
023050
I meant
023051
023052
Microsoft Word for Windows Version 6.0 which was used for much of the
023053
manual update and editing
023054
023055
Word Wrapper and Toolbox Add-on by Strategic Edge and Dr. David Lewis
023056
which provided the basis for the word wrap and spell check features
023057
incorporated in AMS.
023058
023059
Note: The names of the above programs are registered names of the
023060
indicated companies.  Also PC-DOS is a registered name of the
023061
International Business Machine Inc., and MS-DOS is a registered name of
023062
Microsoft Inc.
023063
023064
***The AMS ICON
023065
023066
An ICON is provided with AMS as AMS.ICN to allow you to customize AMS for
023067
windows use.  The ICON shows the AMS symbol of a lightening bolt that
023068
symbolizes what is sometimes takes to get up going to get action item
023069
tasks completed.  The lightening bolt stretches from the cloud labeled
023070
AMS at the top of the icon to the ground labeled with an X representing
023071
the action item to be completed.  AMS hits the spot!
023072
023073
***Who is Bill Tucker?
023074
023075
Bill Tucker is a 50 year old Electrical Engineer who works for a midwest
023076
electric utility at a nuclear power plant.
023077
023078
Bill graduated from the University of California with a degree in
023079
Electrical Engineering back when Ronnie was governor of California.
023080
There he took one course in FORTRAN which he hoped he would never have to
023081
use!
023082
023083
He then joined the Navy and served on Seadragon which even then was an
023084
old Nuclear Submarine.
023085
023086
He bought a computer, an IBM PC and a hard drive with the astronomical
023087
capacity of 10 Meg and dBase II for his employer.  When the software
023088
arrived before the computer he read the entire dBase II manual from cover
023089
to cover.  Yuck!  Never again!
023090
023091
Bill likes to sail and scuba dive, and since he lives in Michigan and
023092
doesn’t hibernate through the winters like any reasonable bear he tends
023093
to work on program updates which explains why most come out in late
023094
winter or early spring!
023095
023096
He is married to a wife Ginny.  They have a daughter Lani who goes to
023097
Michigan State and like his coffee mug says “My Daughter and my MONEY go
023098
to Michigan State.  Which leads me to the final commercial: PLEASE
023099
REGISTER IF YOU HAVE NOT ALREADY DONE SO, AND THANKS IF YOU HAVE!
023100