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Newsletters:

CRM Advisor Vol. 2 Nbr. 1 - in PDF format

Tech Notes:

Tech Note TN-001:

Database Backup & Restore - "Problem with temp file"

Applies to: Cadet Records Manager(c) Database Backup & Restore program
Versions: All versions
Last updated: Wednesday September 03, 2003.

SUMMARY

When doing a database backup using the CRM Database Backup & Restore program, you receive an error message that there is a problem with the Temp file. This error message has several possible causes.

Possible Causes:

The floppy drive itself is bad. Try to read the directory of the diskette from File Manager (Win 3.x) or Windows Explorer (Win95). If you see a message that the device is not accessible, there is probably a problem with the floppy drive itself.

The floppy diskette is bad or is unformatted. Try another diskette first. If the problem persists, try to read the directory of this floppy diskette from File Manager (Win 3.x) or Windows Explorer (Win95). If you see a message that the diskette is unformatted, you need to format the diskette. If you see a message that the disk cannot be read, discard this diskette.

The floppy drive is configured incorrectly in the CMOS. Windows Explorer (Win95) reports that it is a 5.25" floppy drive when in reality it is a 3.5" floppy drive. Have your hardware technical support person review the CMOS settings. We cannot attempt to change the CMOS, as there are many different varieties of CMOS setup programs, we cannot see what you are doing, and one error could make the whole system unbootable. You must get a hardware support person to handle this.

The crm.mdb database size is being reported incorrectly (Win 3.x). Check the size in File Manager. If it is a very large number (e.g., 10MB or more), run ScanDisk, which should report the problem and fix it. Then use Cadet Records Manager© Database Backup & Restore program to perform a database repair operation on crm.mdb.

The system is virus-infected. Do you have virus-checking software on your system, and is it updated monthly or quarterly? If not, we strongly urge you to obtain and install virus-checking software. Many viruses attack floppy diskette directory structures.

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Tech Note TN-002:

Installation - Files in Use or Locked (compobj.dll, ole<xxx>.dll, etc)

Applies to: Cadet Records Manager(c) installation
Versions: All versions
Last updated: Wednesday September 03, 2003.

SUMMARY

Cadet Records Manager uses some of the same files as Microsoft Office uses. Microsoft Office software is running in the background, and must be brought down to unlock these files during the installation of Cadet Records Manager. Please follow the steps below to resolve this problem. If your situation does not follow exactly what is shown below in these steps, please call us for further assistance.

How to Resolve:

Windows 95:

1. You probably have the Office floating toolbar on your screen, usually in the upper left portion of your screen. This toolbar is customizable for content and placement of buttons, and can contain buttons for each of the MS Office software products, plus generic-type buttons for open new document, etc. One of the buttons is usually Microsoft Office.
2. There are no labels, but if you rest your cursor on each button without clicking, a tool tip balloon will appear indicating what the button is for. Find the button for MS Office and click on it.
3. A pop-up menu will appear. Choose Exit. This will close the floating toolbar, and will terminate the background MS Office software which is causing the conflict.
4. Exit from the CRM setup (if you have not already done so), and re-try the CRM installation.

The MS Office software will once again be running after the next reboot that you perform. If you want to see the floating toolbar immediately, reboot after the CRM installation has completed.

Windows 3.1 or 3.11:

1. You probably have MS Office running in the background. Press the CTRL-ESC keys together to view the Task List. You will probably see an entry of "MS Office" or "Microsoft Office".
2. Select this entry with a single click. Click on the End Task button. This will terminate the background Office software. You may now attempt the CRM installation again.
3. We suggest that you reboot after successful CRM installation to cause the MS Office software to be running in the background once again (the CRM installation in some cases on Win 3.x will ask you to reboot at the end of installation).

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Tech Note TN-003:

Order Numbers - Correct Sorting to Reflect Current Rank

Applies to: Cadet Records Manager(c) Student Information & Reports program
Versions: All versions
Last updated: Wednesday September 03, 2003.

SUMMARY

Personnel reports and Student Promotion/Demotion tab screen will not sort promotions with most current on top. Customer is not using CRM standard order number format.

How to Resolve:

Our format is to use the first 4 digits as the year value. This can be a complete year value, such as "1997" to represent calendar year, or can be a School Year value, such as "9798" (however this style will cause the same problems in the year 2000). The year value is followed by the "R" which indicates that it is a promotion or demotion order, as opposed to an Award Order. There are then 4 digits for the sequence number.

Cadet Records Manager© offers automatic sequential order numbers for two purposes: to guard against re-use of the same order number, and to allow proper sorting of promotions/demotions. It is assumed that the student promotion/demotion record with the "largest" order number value is the most current.

While you can use your own order numbers, you must ensure that the values are increasing, according to the length of the total order number and the collating order of the characters. For example, "1997-R1" will sort as "larger" than "1997-R02", because the characters in each position are compared, not the overall numeric value, and the "1" after the "R" in "1997-R1" is larger than the "0" after the "R" in "1997-R02". Spaces, however, are "smaller", so the value "1997-R 1" is smaller than the value "1997-R01". Therefore, you should always use all of the character positions in the sequence number portion, by left-filling with zeros. For example, use "R001", "R015", etc.

The easiest way to assign order numbers is to use our format. The order year value can be controlled by going to the Set Up tab screen, choosing Organization Information, and changing the last field on that screen, Order Year Value. The contents of this field are used to pre-fill the order number year value.

When you use the Order Set Up screen, clicking on New will give you the next sequence number for the year which is currently set in the Order Year Value of the Organization Information Set Up. You can manually override this value if necessary.

If you wish to change the order numbers that you have started using to conform with CRM’s format, please call us for assistance in doing so. CRM will not allow you to change order numbers in the Order Set Up screen.

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Tech Note TN-004:

Using Multiple Computers with Cadet Records Manager©

Applies to: Cadet Records Manager(c) all programs
Versions: All versions
Last updated: Wednesday September 03, 2003.

SUMMARY

Cadet Records Manager© was designed to be a single-user application, run on a single computer. If you would like to use Cadet Records Manager© on more than one computer system, there are two options, each with advantages and disadvantages.

Multiple Computer Scenarios:

Scenario A - Stand-alone Computer Systems

In this scenario, you have more than one computer, but they are not networked together. Therefore, you must install CRM (and all required patch updates) on each machine. Any updates that you make on one machine will not be visible on the other machine. Each computer will have its own copy of the CRM database and programs. To share the updates, you MUST adhere to the following procedures:

Step 1: Designate one system as the only one on which any updates will be done. Designate all other systems to be used for inquiry only.

Step 2: Enter data in the Update system.

Step 3: Make a database backup on the Update system.

Step 4: Perform a database restore on the Inquiry system(s), using the backup diskette created in Step 3.

Remember that a Database Restore operation erases the current CRM database on the system performing the restore. There is no way to merge updates from more than one stand-alone system into a single database. Therefore, it is vitally important that you keep the flow of updates going in the same direction at all times, to ensure that you do not overwrite new data.

If you have already done a significant amount of data entry into 2 separate systems, please call us for one-time conversion assistance.

Scenario B - Networked Computer Systems

In this scenario, you have two or more computers which are on a LAN (local area network). With this scenario, all computers on the LAN may update the database. To achieve this, you must first set up the network (see below for information on the hardware required to do this). Current costs to set up a simple 2-computer LAN are in the range of $110 to $150.

You will need to install Cadet Records Manager© and all required patch updates on one system only, called the Host (we recommend that you put it on the most powerful system). Create a shared directory on the system which will contain CRM. Then install CRM to that directory. On all other networked systems, create an icon or Start Menu entry for each of the CRM programs, help file, and Tutorial, which point to the shared directory on the host computer. In this scenario, there is only one copy of the CRM database, and one copy of each of the CRM programs, located on the host computer.

Please note that Cadet Records Manager© was not designed for multiple concurrent users. This means that if more than one user attempts to update records (especially the same cadet’s records), one or more users may be "locked out" of the records temporarily, or changes in process by one user may be overwritten by another. Therefore, if you are using this scenario, you must manually control the number of concurrent users. For maximum safety, only one user should be updating the database at any given time.

Hardware Requirements for Networking

To network 2 or more computers in a small LAN (local area network), you will require the following hardware:

• 10 base T Ethernet Hub (4 or more ports, depending on the number of systems to be connected); 10 mbps speed is sufficient
• 10 base T full duplex Network Interface Card, or NIC, one for each computer; 10mbps speed is sufficient, with RJ45 connector; we recommend Plug-n-Play versions for ease of installation
• RJ45 patch cables of sufficient length to connect each computer to the Hub; use Category 5 cabling; one for each computer

NIC cards are currently advertised as low as $22 each; a 4-port 10 base T Ethernet hub is currently about $40; a 5-port 10 base T Ethernet hub is currently about $45. Cable cost depends on length; a 7’ cable is about $10; a 10’ cable is about $11. Average total cost to network two systems together is currently between $110 and $150.

We recommend that you check with your school’s technology coordinator regarding relationships they may have already established with hardware vendors offering special pricing. If you cannot obtain reasonable pricing through them, we recommend Data Comm Warehouse. Call 1-800-328-2261 and request a catalog, or see their Web site at www.warehouse.com

We recommend that you network only Windows 95 systems, as the software and hardware installation is much easier and generally more successful. If you must network with a Win 3.x system, be aware that you must use Windows 3.11 (Windows for Workgroups).

Unfortunately, we cannot offer you support for networking hardware or software. Please verify that your networking installation is functioning correctly before trying to use CRM on the network.

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Tech Note TN-005:

Instructions for using MS Access 95 or 97 with Cadet Records Manager (c)

Applies to: Cadet Records Manager(c) all programs
Versions: All versions
Last updated: Wednesday September 03, 2003.

SUMMARY

These instructions will guide you through the process which will allow you to use Access 95 or Access 97 instead of Access 2.0 with Cadet Records Manager. This will allow use of the reports from within Cadet Records Manager only. You will not be able to use Access 95 or Access 97 to create your own reports until the next release of Cadet Records Manager. DO NOT, UNDER ANY CIRCUMSTANCES, ALLOW ACCESS 95 or ACCESS 97 TO CONVERT YOUR CADET RECORDS MANAGER DATABASE, OR IT WILL BE UNUSABLE WITH CADET RECORDS MANAGER.

Procedure:

If you are unsure of any of these steps, STOP! Call us for clarification. Follow these steps AFTER you have installed Cadet Records Manager.

1. First, make a backup of your database. Use the Cadet Records Manager Database Backup & Restore program to create a backup on floppy (Note: you should be making backups at least once each day). Please review the Tutorial section on Database Backup & Restore if you are not familiar with this activity.
2. Close all Cadet Records Manager programs.
3. Start MS Access 95 or 97: Click on the Start button, then choose Programs, then Microsoft Access 95 or 97 (or it may be under Office 95 or Office 97 on your menu).
4. If any opening welcome screens or Cue Card screens appear, close them.
5. On the menu, choose File, then Open Database.
6. Select the C: drive if it is not already selected. Double-click on the folder icon next to the C: entry in the directory box to open it, then select the CRM folder. Double-click on the CRM folder to open it.
7. You should now see the file CRM.MDB (or just CRM) in the files box on the left side of the window. Click it once to select it, then click on Open.
8. You will receive a message box indicating that this database was created with a previous version of Access. There will be two choices: Convert Database and Open Database. DO NOT CONVERT. Click on Open Database, then click on OK.
9. There will be a fairly long delay while Access 95 or 97 investigates the structure of the database and prepares to read it. Be Patient!
10. You will then receive a message stating that you cannot make changes to the objects, and recommending that you convert it. Simply OK this message. You will see this message every time that you launch reports from Cadet Records Manager. Just OK it each time. Never convert the database.
11. You should now see the Cadet Records Manager Report Launcher screen. If you already have data in your database, click on the Alpha Roster report icon to verify that you can use the reports. If you do not have data, every report will be mostly empty, and may contain the word "#Error" in several places. If you opened a report, close the report preview by clicking on the open door icon in the toolbar at the top.
12. On the Cadet Records Manager Report Launcher screen, click on the Return button. This will close the database and close MS Access 95 or 97.
13. Now do steps 1-10 for the file ArchTmpl.mdb (or just ArchTmpl).
14. Now do steps 1-10 for the file ExtrTmpl.mdb (or just ExtrTmpl).

Some additional notes:

Always use the Cadet Records Manager programs to enter data and to view reports. We have built many safeguards into the program to keep the data correct. Never enter data directly into the database using MS Access.

Never convert the database to Access 95 or 97 while using Version 1.x of Cadet Records Manager.

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Tech Note TN-006:

Instructions for adding SHARE.EXE to Your Windows 3.x System

Applies to: Cadet Records Manager(c) all programs
Versions: All versions
Last updated: Wednesday September 03, 2003.

SUMMARY

These instructions will guide you through the process which will allow you to use Access 95 or Access 97 instead of Access 2.0 with Cadet Records Manager. This will allow use of the reports from within Cadet Records Manager only. You will not be able to use Access 95 or Access 97 to create your own reports until the next release of Cadet Records Manager. DO NOT, UNDER ANY CIRCUMSTANCES, ALLOW ACCESS 95 or ACCESS 97 TO CONVERT YOUR CADET RECORDS MANAGER DATABASE, OR IT WILL BE UNUSABLE WITH CADET RECORDS MANAGER.

Procedure:

1. Be sure that you have a bootable floppy disk with which you can start your system and see your C:\ drive.
2. Make a backup copy of your AUTOEXEC.BAT file.
3. Find out in which directory you have the SHARE.EXE program. You will need to give the entire path information in the command. It is usually found in the DOS directory.
4. Add the following line to your AUTOEXEC.BAT file, using NotePad:

Load C:\<directory name>\SHARE.EXE /l:500 /f:5100

5. Note that "/l:500" uses a lower case letter L, not a number 1 before the colon. Be sure to place a space before the slashes that appear after the SHARE.EXE name. Note that the slashes after SHARE.EXE are forward slashes, while those in the directory name are backslashes.
6. For example, if your copy of SHARE.EXE is in the DOS directory, your entry would be:

LOAD C:\DOS\SHARE.EXE /l:500 /f:5100

7. Save the AUTOEXEC.BAT file and close Notepad.
8. Reboot the system. Watch for any error messages related to this new line that you have added. Make corrections as necessary. You must reboot after you make any changes to the AUTOEXEC.BAT file or those changes will not take effect.

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Tech Note TN-007:

How to create the missing not3.bmp file

Applies to: Cadet Records Manager(c) Mass Updates & Archiving
Versions: 1.3
Last updated: Wednesday September 03, 2003.

SUMMARY

These instructions will guide you through the process to create a dummy not3.bmp file to detour the "Error 53 - file not found" problem. This not3.bmp file is actually not used, so you can create a dummy file to fulfill the requirements of having it present.

Procedure:

Windows 95:

1. Start the Paint program (click on Start, then Programs, then Accessories, then Paint).
2. You will see a blank image. In the menu, choose Image, then choose Attributes.
3. Set the width and height values to 32. This will make the image very small.
4. Set the units value to "Pels".
5. From the menu, choose File then choose Save As.
6. In the Save In box at the top, click on the drop-down arrow. Click on the C drive icon in that drop-down list.
7. In the large box below the Save In box, find the CRM folder, and double-click it.
8. In the File Name box at the bottom of this window, type in not3.bmp, then click on Save.
9. Close Paint.

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Tech Note TN-008:

Installing on a System with a Built-In Mouse Wheel

Applies to: Cadet Records Manager(c)
Versions: 1.0 through 1.3
Last updated: Wednesday September 03, 2003.

SUMMARY

If you have any system which has a Microsoft Intellimouse or any mouse with a built-in wheel, you may experience a fatal error when you try to do the installation. This is caused by a conflict between the installation software and the wheel software. It can be easily detoured as follows:

Procedure:

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Tech Note TN-009:

Unexpected Error 32811 when Running the Roster or Supply Reports

Applies to: Cadet Records Manager(c)
Versions: 1.0 through 1.3
Last updated: Wednesday September 03, 2003.

SUMMARY

This problem is apparently caused by inconsistencies between Access 97 versions S.R. 1 and S.R.2. If you have used the CRM database with S.R.1, and then move it to a system with S.R.2 (by restoring from a database backup floppy disk), you will encounter this problem. The information added to the database by S.R. 1 must be removed before you enable the database for use with S.R.2. You can use our support release patch 1.3 to achieve this, even if you have already installed this patch release. Follow these steps to the resolve the problem.

Procedure:

1. Open Windows Explorer (click on Start, then Programs, then Windows Explorer).
2. Find the C:\CRM folder (or the folder in which you have installed Cadet Records Manager©) and open it with a single click on the folder icon on the left side of this window.
3. You should now see the file named CRM.MDB (or just CRM with a key icon) on the right side of this window. Double-click this file, and that will start up Microsoft Access.
4. OK the message "You cannot make changes to the objects…"
5. When you see the Report Launcher screen, press the F11 key on your keyboard. You will now see a list of tables.
6. Find the SystemInfo table, and double-click it to open it.
7. Change the VerMinor field (the second column) from 3 to 2.
8. Close this table, and exit out of Microsoft Access. You should now be back in Windows Explorer.
9. Find the file crm120ac.mdb. This file will only be present on your system if you have previously installed version 1.3 patch release. If it is not present, go to step 12. If it is present, select it with a single click.
10. From the menu, select File, then Rename.
11. Change the name of the file to be crm120acsave.mdb.
12. Now install the Version 1.3 release, following all of the instructions on the green sheet which came with this patch release.
13. After you have run the Convert3.exe program (as indicated on the green sheet), you will now have a clean Access 2.0 database, with all of your existing data in the database.
14. Now follow the instructions on the back of the green sheet (or on page 113 of your printed User Guide) to re-enable the database for use with Access 95 or 97. You only need to do this for the crm.mdb file, not the Archtmpe.mdb or the extrtmpl.mdb files. This should resolve your problem.

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Tech Note TN-010:

Database Backup & Restore - "No backup information..." when using a 2-disk Backup Set

Applies to: Cadet Records Manager(c)
Versions: 1.0 through 1.3
Last updated: Wednesday September 03, 2003.

SUMMARY

When you attempt to restore your database from a 2-disk backup set created using the CRM Database Backup and Restore program, the program reports that there is no backup information on the disk. This is because the CRM Backup and Restore program places the backup information on the last disk of the backup set, not on the first disk. To use a 2-disk backup set, follow these instructions:

Procedure:

1. Insert the last disk of the backup set into the floppy drive.
2. Start the CRM Database Backup & Restore program, and select Restore Database from Backup.
3. Select the proper drive (usually A).
4. Follow the instructions on when to insert Disk #1 and Disk #2. You may need to swap these disks more than once for the restore to complete.

Important Note: In many cases, consolidating your database would eliminate the need for a 2-disk backup. You should periodically use the CRM Database Backup & Restore program to consolidate your database, especially after archiving student records. Choose Compact the Active Database to do this.

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Tech Note TN-011:

Error 32006 - Set date not within min/max date values when doing a Find Student

Applies to: Cadet Records Manager(c)
Versions: 1.0 through 1.3
Last updated: Wednesday September 03, 2003.

SUMMARY

When you attempt to find a student record in the Student Information and Reports program, you receive a message indicating "Error 32006 - set date not within min/max date values". This problem is usually caused by incorrect Windows date formatting. We previously released information with the 1.3 patch release on the need to make your system use 4-digit year values. If you are experiencing this error, please do the following:
 

Procedure:

1. Click on the Start button.
2. Select Settings.
3. Select Control Panel.
4. Double-click on Regional Settings.
5. Select the Date tab.
6. In the center of the screen, check the Short Date Style. It should be set to MM/dd/yyyy. If it is not, click on the drop down arrow to the right of this field, and select this setting. (If this setting does not appear, select MM/dd/yy, and then type in the extra two "y" characters.)
7. Click on Apply.
8. Just above the Short Date Style, the Short Date Sample should now show today's date with the year as "2000 " (4 digits). If it is correct, you are finished. Test CRM at this point, and it should work correctly.
9. If the Short Date Sample has an incorrect date, click on OK, which takes you back into Control Panel.
10. Double-click on Date/Time.
11. Correct the system time, and then click on OK. Now test CRM, and it should work correctly.
    

Important Note: Microsoft indicates that Office 97 should be updated to the SR-2 support release for full Y2K compliance. To determine your release version, start Microsoft Access, choose Cancel when prompted to create or open a database. Now choose Help from the menu at the top of the screen, and then choose About. Right under the title Microsoft Access will be the support indication, such as "SR-1" or SR-2". If you are not using SR-2, we recommend that you obtain this update and install it.

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Cadet Records Manager is a trademark of Mega-Data Services, Inc. All other products mentioned are registered trademarks or trademarks of their respective companies.  Questions or problems regarding this web site should be directed to info@mega-data.com
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Last modified: Thursday February 05, 2004.