ADDRESS 2.6 Installation & Upgrade Quick Start

1

The Automated Discipline Data,

Review and Evaluation Software System

The ADDRESS2.6INITIAL INSTALLATION,

UPGRADE, & NETWORK SETUP GUIDE

Document Date: 04/10/07

Disk Contents:

README!_ADDRESS Installation Upgrade and Netwrk Quick Start.doc

ADDRESS.mdb – The ADDRESS program file

ADDRESS Data File_Empty - Folder containing; ADDRESS_be.mdb file. The ADDRESS data storage file.

ADDRESS Example DiscplnReferral Form.doc - Example office discipline referral forms

Overview of the Installation Process

This document provides a series of quick steps to guide you through:

  1. Initial installation of the ADDRESS.
  2. Upgrading earlierADDRESSinstallation(s) to the most recent version.

These steps supersede the Installation Instructions in anyADDRESS manual prior to the above date.

The ADDRESS uses the Microsoft Accessprogram to run all of its applications. Thus, you need to have a full version of Microsoft Access(Version: 2002 or later) installed on your hard-drive prior to beginning. To check and see if you have the minimum required version of Access on your computer, complete the following steps:

  1. Open yourAccess program
  2. Click the “Help Menu”
  3. Click the “About Microsoft Access” option
  4. Look at the top of the box for information on the version of Access on your hard-drive (again, it needs to be Version 2002 or greater).

In total, the ADDRESSconsists oftwo files:

  1. ADDRESS.mdb. This is the main ADDRESS file that you will work with directly when entering and analyzing student referral data.
  1. ADDRESS_be.mdb. This file contains the actual student referral data, and all other data associated with your implementation of ADDRESS.

NOTE WELL: The ADDRESS_be.mdbfile is the data storage file. This fileshould never need to be opened directly by the user. This file (ADDRESS_be.mdb) will contain individual student data as well as other critical data required by the ADDRESS application.

For the ADDRESS to function properly, it is necessary that you have the two ADDRESS files ADDRESS.mdb and ADDRESS_be.mdb on the hard drive of your computer. In order to do this, please use one of the following approaches:

  1. If you are upgrading a prior version of the ADDRESS, continue with the procedures immediately below labeled “Upgrading a Prior Installation of the ADDRESS”.
  1. If this is your first time ever to install the ADDRESS on your computer’s hard-drive (that is, your Initial Installation), see the section further below labeled “Completing an Initial Installation of the ADDRESS”that is preceded by a “Warning Box”.
  1. Upgrading a Prior Installation of the ADDRESS

CRITICAL NOTE: The detailed information below ASSUMES the ADDRESS is currently being used on ONE computer. If you are currently using the ADDRESS on a local area network, be sure to complete the Additional Steps for Network Installations section below. For more information about network installation, please contact Randy Glenn at or call 501-329-7412.

You should have a new version of the ADDRESS.mdb file that you have downloaded from the State Improvement Grant website, or has been provided to you on cd-rom.

If you have been using an earlier version of the ADDRESS, the “address” folder on your C:\ drive (i.e., C:\address) should already exist on your computer. This can be checked by completing the following steps:

1. Open the My Computer icon on your desktop or under the START menu.

2. Double-click and open Local Disk (C:) under the heading Hard Disk Drives.

You should then see a folder named “ADDRESS” (or “Address,” or “address”). If you open this folder, you should find the following two files: ADDRESS.mdb; and ADDRESS_be.mdb (ADDRESS_be.mdb may not be found for local area network installations). Optionally, two additional files Address Demo.mdb; and AddressDemo_be.mdb, may also be present. These files are not needed for the upgrade and may be deleted if desired.

!!!!! CAUTION !!!!!

THE ADDRESS_be.mdb FILE CONTAINS ALL PREVIOUSLY ENTERED DATA. SAFEGUARD THIS FILE!!!

IT IS RECOMMENDED YOU BACKUP THIS FILE BY COPYING

AND SAVING IT TO ANOTHER FOLDER ON YOUR COMPUTER

BEFORE PROCEEDING.

To upgrade your application to the current version of ADDRESS, copy the newADDRESS.mdb file (NOT THE ADDRESS_be.mdb file)to the C:\Address folder on your C:\ hard drive. During this copying process, you will see a Windows message(s) asking if you want to replace the existing file (ADDRESS.mdb) with the newer file (ADDRESS.mdb). Click on the answer, “Yes”.

!!!!! NOTE !!!!!

DO NOT UNDER ANY CIRCUMSTANCES COPY A NEW VERSION OF THE ADDRESS_be.mdb FILE TO YOUR COMPUTER.

DOING SO WILL ERASEALL PREVIOUSLY ENTERED DATA!!!!!!!!!!

Your ADDRESS application is now upgraded.

Additional Steps for EXISTING Network Installations

IMPORTANT: If you are not CURRENTLY using a network implementation of the

ADDRESS and wish to convert to a network setup go to the section ADDRESS 2.6 Networking Information & Guide Sheetat the end of this document.

If the ADDRESSis used on multiple computers over a local area network, complete the above steps for Upgrading a Prior Installation of the ADDRESSon each network computer. The steps below will need to be followed on each computer in order to ‘connect’ the ADDRESS version 2.6 with your existing data file located on the server.

1. Open the ADDRESS.mdbfile from either the C:\Address folder on the desktop/laptop computer, or the ADDRESS shortcut on your Desktop. You should see the dialog box below indicating an error opening the data file (ADDRESS_be.mdb, or alternate name you selected). If this dialogue box does not appear and instead you see the ADDRESS Main Menu skip step 2 below and substitute steps 2a, 2b and 2c.

2. Double click the ‘Yes’ option in the above dialog box. Skip steps 2a, 2b and 2c. Go to step 3.

2a.Double click 'SET-UP' Menu option

2b. Double Click ' Starting New Year . . . . ' Menu option

2c. Double click 'Link Network Data Tables' Menu option. Go to step 3.

3. You should now see a file location navigation box titled “Locate backend database”, as above. Navigate to the location of your ADDRESS data file (ADDRESS_be.mdb or alternate name you selected). Highlight the file and click ‘Open’. After a pause, the ADDRESS Main Menu should appear, as below.

Note that the name and location (path) of your ADDRESS data file should be displayed in the lower left section of the Menu.

The ADDRESS is now ‘connected’ to your data file located on the server.

!!!!! WARNING BOX !!!!!

!!!!! CAUTION !!!!!

POSSIBLE DATA LOSS

IF YOU HAVE BEEN USING A PRIOR VERSION OF THE ADDRESS,

THE “INITIAL INSTALLATION” PROCESS THAT FOLLOWS

WILLRESULT IN DATA LOSS.

SEE THE SPECIFIC DIRECTIONS ABOVE FOR

UPDATING A PRIOR INSTALLATION!

B. Completing an Initial Installation of the ADDRESS

You should have copies of the ADDRESS.mdb and ADDRESS_be.mdb files that you have downloaded from the State Improvement Grant website, or have been provided to you on cd-rom.

AGAIN,CRITICAL NOTE: The installation information below explains setting up or using the ADDRESS on a single computer NOT on a local area network. If you need to set up the ADDRESS on a local area network, do the following:

  1. Complete the steps below for installing the ADDRESS on a single computer.
  2. After completing the steps below for installation on a single computer, go to the section ADDRESS Networking Information and Guide Sheetat the end of this document. This section will guide you through converting from a single computer installation to a network installation

For more information about network installation, please contact Randy Glenn at or call 501-329-7412.

To complete an Initial Installation of the ADDRESS onto your computer’s hard-drive, complete the following steps:

  1. Create a Directory/Folder on your computer that will eventually contain the two required application files (ADDRESS.mdb and ADDRESS_be.mdb).

To do this:

  1. On your computer’s Desktop or in the Start directory of your computer (opened by clicking the “Start” button at the lower left hand corner of your computer screen), double-click and/or open My Computer.
  1. Double-click and open Local Disk (C:) under the heading Hard Disk Drives.
  1. At the top of your screen in the Menu Bar, click on File and pull down its contents, highlighting the word New, and then highlighting/clicking on the word Folder to the right of New. This will create a new folder in the Local Disk field with its highlighted name: New Folder.
  1. With the new folder’s title highlighted, rename this folder: “address” (all lower case without the quotation marks) by deleting or typing over the previous title of New Folder.
  1. Copy the two requiredADDRESS files (ADDRESS.mdb, ADDRESS_be.mdb, to the folder you created in Step 1.
  1. Create ashortcut on your Desktop for the ADDRESS.mdbfile that is in your newly created “address” Folder. To create a shortcut go into the “address” folder and “Right Click” on theADDRESS.mdb file. Go down in the menu that appears, and highlight the “Send To” option. This will open additional options. Move your cursor, and click once on “Desktop (create shortcut).” This will automatically put a new icon on your computer desktop that you can then use to automatically open the ADDRESS.
  1. The ADDRESS application can now be opened by double clicking the Desktop ADDRESS shortcut.

Using the ADDRESS

As an Access application, the ADDRESS can be run from within Access in the same way as any Access database once it is opened. To begin using the ADDRESS, go to your ADDRESS.mdb file, and double-click on it to open the program, or double click the ADDRESS shortcut on your Desktop..

NOTE WELL: The fileADDRESS_be.mdbis a data storage file that will never have to be opened directly by the user. Thisfile (ADDRESS_be.mdb) contains ALL individual student data as well as other critical data required by the ADDRESS application.

ADDRESS 2.6 Installation & Upgrade Quick Start

1

ADDRESS 2.6Networking Information Guide Sheet

The ADDRESS is a Microsoft Access split database consisting of two files: ADDRESS.mdb (front end) and ADDRESS_be.mdb(back end).

The ADDRESS.mdb file is the front end user interface for the ADDRESS application, and is the file users open. This file should be on every computer used for ADDRESS data input or viewing.

The ADDRESS_be.mdb file is the back end and will contain ALL the data input on individual students, as well as other data relative to your implementation of the ADDRESS.

IMPORTANT NOTE: You should have ONLY ONEADDRESS_be.mdb file for a school. This one file should contain ALL office referral data.

Changing the ADDRESS from a single desktop computer installation to a network installation can be accomplished easily from within the ADDRESS. To accomplish network installation you have to configure the ADDRESS tolook for the data file (ADDRESS_be.mdb) on a server.

Here are steps for this process:

On ONE of the desktops/laptops that will be used with the ADDRESS:

  1. Decide on the server location for your ADDRESS data file (ADDRESS_be.mdb). You will likely need to do this in consultation with your network administrator. You should also give thought to data security issues. It is recommended that read/write privileges for the ADDRESS_be.mdb file be restricted to only those individuals having primary responsibility for data entry. Read only privileges should be provided to select individuals that use the data on a regular basis or have need for access to the data. Suggested individuals might be the chair of your building discipline team and one or two alternate individuals. Again, your network administrator can help you with these decisions

Once a server location has been identified, create a folder to contain the ADDRESS data. The ADDRESS does not require any specific name for this folder, so use any name that is suitably descriptive.

3. MOVE (cut and past) the data file ADDRESS_be.mdb from the c:\Address folder on the single desktop computer to the server folder created to contain the ADDRESS data. If desired, the ADDRESS_be.mdb file can be given a more descriptive name, such as ‘MySchool Address Data’

4. Open the ADDRESS.mdbfile from the C:\Address folder you created on the desktop/laptop computer, or the ADDRESS shortcut on your Desktop. You should see the dialog box below indicating anerror opening the data file (ADDRESS_be.mdb, or alternate name you selected). If this dialogue box does not appear and instead you see the ADDRESS Main Menu skip step 5 below and substitute steps 5a, 5b and 5c.

5. Double click the ‘Yes’ option in the above dialog box. Skip steps 5a, 5b and 5c. Go to step 6.

5a.Double click 'SET-UP' Menu option

5b. Double Click ' Starting New Year . . . . ' Menu option

5c. Double click 'Link Network Data Tables' Menu option.

6. You should now see a file location navigation box titled “Locate backend database”, as above. Navigate to the location of your ADDRESS data file (ADDRESS_be.mdb or alternate name you selected). Highlight the file and click ‘Open’.

After a pause, the ADDRESS Main Menu should appear, as below.

Note that the name and location (path) of your ADDRESS data file should be displayed in the lower left section of the Menu.

The ADDRESS is now ‘connected’ to your server located data file.

To install the ADDRESS on additional computers, copy the ADDRESS.mdb file to the desired computer. Begin at step 4 above to connect this new installation to the data file on the server.

NOTE TO INTERNET EXPLORER USERS:

If you use Microsoft Internet Explorer to download and save the ADDRESS files, you may receive an error message when you try to start the ADDRESS. This is caused by security features built into Internet Explorer. The Access error message appears as follows:

To remedy this issue do the following.

  1. Close the error message box by clicking “OK”
  2. Close Access.
  3. Open My Computer and navigate to the c:\Address folder where you saved the downloaded ADDRESS files.
  4. Right click on the file ‘ADDRESS.mdb’.
  5. On the resulting menu box click “Properties”
  6. You should then see a Properties Box, like the following:
  7. Note the ‘Security’ Message at the bottom of this Properties Box.
  8. Click the ‘Unblock’ option to the left of this Security message.
  9. Click ‘OK’
  10. Repeat steps 4 through 9 for any other files you downloaded, such as ADDRESS_be.mdb, ADDRESS DEMO.mdb, etc.

The ADDRESS should now work properly.