Topic 4 - Getting Started - Learning the Database
If you are new to this database, you'll notice that there are a wide variety of screens and reports that you can explore. Each aspect of the database was created in response to a need, based on focus groups that helped to shape the database when it was first created or, since the database is updated each year, based on requests from database users.
But to get started gradually, you can concentrate on just a few screens. Start with this quick tour of the database:
- Click the orange "School and Career Participation" button on the main menu, and you'll see the placement screen. This screen contains all the information required for Connecting Activities reporting, so it is the only screen that you "must" complete.
- Click the Menu button to return to the main menu.
- Click the teal "Work-Based Learning Plans" button to open the Work-Based Learning Plan file. Click the yellow button that says "New" to start a new Work-Based Learning Plan. Click the "Next Page" button to see each page, and then return to the main menu. You have a choice to use these screens, a Microsoft Word document, or pen-and-paper to write and store Work-Based Learning Plans.
- From the Main Menu, click the gray button for Reports and notice the list of reports available. Two reports are most useful - the quarterly Work and Learning Performance report (which is created at the regional level and submitted each quarter) and the Internship List, which is a simple list of placements in your database. Click the buttons to view these two reports and then return to the Main Menu.
- From the Main Menu, click the gray button for Utilities * Import Screens * Backup * Setup Screen. Then click the button for the Setup Screen and fill in the requested information - a two-digit prefix for your school/program, the name of your partnership or region, the current reporting period (such as 1st quarter 2008) and the preferred layout that you will use for entering placements (which is generally Layout 1). Close and go to the Main Menu.
- Click the gray Utilities... button again and then choose Backup. Notice that there is a routine that will automatically backup database files to another folder on the C:\ drive. You'll also want to set up a routine for occasionally backing up files elsewhere, but this is a quick and easy way to create a database backup.
This online manual has many topics, but you can start with just a few:
Section 1: Introduction
Topic 4 - Getting Started - Learning the Database
Topic 5 - Navigating in FileMaker Pro
Section 2: Managing Files
Topic 7 - Utilities / Setup Screen / Backup
Section 3: Using the School to Career Database
Topic 12 - School to Career Participation - Overview
Topic 13 - School to Career Participation - Step by Step Instructions
Topic 15 - MCAS Scores Worksheet
Topic 21 - Editing Lists - Schools, City/Zip and Career Areas
Section 4: Work-Based Learning Plans
Topic 22 - Choices - Using the Microsoft Word Version vs. using the database screens
Section 5: Reporting
Topic 28 - Work and Learning Levels
Section 6: Using FileMaker Pro Software
Topic 41 - Fifteen FileMaker Pro Tips
Five Database Management Skills describes sets of skills that are important in managing a database and provides mini-lessons on selected topics. These five skills are * Data Usage * Software Skills * Data Integrity * File Management * Planning and Design Skills. You can explore these pages at: http://www.skillslibrary.com/techskills/topics.htm