The topics in this chapter describe how to import and delete database information, export student data, generate birthday and quick print reports, and print labels.

TABLE OF CONTENTS

• Import Data
• Batch Enter Database Information
• Batch Delete Database Information
• Generate an ASCII File Report for Excel Import
• Export Selected Students to an Administrator's Plus File
• Generate a Birthday Report
• Generate a Quick Print Report
• Print Labels

Import Data

Importing data is one of the key features of Administrator's Plus Data Base. If you have a file with data outside of Administrator's Plus and you don't want to manually enter each data field, you can quickly import data with the Import Wizard. The Import Wizard maps Administrator's Plus fields to your import file fields to successfully and accurately import data in the correct field.

1. Make sure that all Administrator's Plus users are logged out of the system and that you have backed up your current year.
2. In Data Base, click Tools > Import Wizard on the menu bar.

3. Click Create a new specifications template or Load an existing specifications template.

Warning: Only click Load an existing specifications template if the import file is the exact same format as a previous import file.

4. Click Set Administrator's Plus drive, school and year, and configure the following settings:

• Browse your computer for the RS4 folder.
• Click the name of your school from the drop-down list.
• Click the school year from the drop-down list.

5. Click Save to return to the Import Wizard.
6. Click Set import filename, file type and number of fields, and configure the following settings:

• Set import file (path and filename): Click Browse to browse your computer for the file you want to import.
• Select Import File Type: Click the import file type for your data.
• Click Student Import if you're importing student data, or click Staff Import if you're importing staff data.
• How many header lines to ignore: Enter the number of header lines at the beginning of the file that Administrator's Plus should ignore when importing data.
• Which header line, if any, contains field names: Enter the number where the header line is located that contains the field names for your data.
• How many fields per record: Enter the number of fields for each student record.

7. Click Save to return to the Import Wizard.
8. Click Set the Primary and Secondary Key fields, and configure the following:

Warning: Only use secondary fields if your primary key field isn't unique in your Administrator's Plus Data Base. The use of secondary fields can cause errors if your primary field is unique.

• Primary Key field in the import file: Click the number of the location of the primary key field in your import file.

Note: The primary key is an item that should be unique to identify a student in Administrator's Plus. This item must exist in both the import file and the Administrator's Plus Data Base. Matching this data ensures that the other data fields in the file import successfully into the correct student's file.

• Primary Key in Administrator's Plus: Click the primary key in Administrator's Plus from the drop-down list.
• Field in the import file: Click optional secondary fields from the drop-down list that match secondary fields in Administrator's Plus to ensure a successful import into the correct student's information.
• Field in Administrator's Plus: Click optional secondary fields from the drop-down list that match secondary fields in the import file to ensure a successful import into the correct student's information.
• How many Secondary Keys must match for the student to be updated: Enter the number of secondary key fields you chose to include in the text box.

9. Click Save to return to the Import Wizard.
10. Click Map the import fields to Administrator's Plus, and do the following:

1. Click a field to change the field name if necessary, and repeat for any field name requiring a change.

Tip: To navigate up or down the list of fields, click Prev 10 Fields (PgUp) or Next 10 Fields (PgDn).

Warning: Only change the case of a field if you want to reformat the data in a Data Base field. It's recommended not to change the case of the field as this can cause errors.

  b. Ensure that all fields are correctly assigned, and click Confirm mapping.

  c. Click Save.

11. Click Set defaults for Entry/Withdrawal Codes and Dates, and configure the following settings:

Warning: Only configure these settings if you're importing new students.

• ADDED First Member Day: For new students, click the day that the imported students are considered members of the school from the drop-down list.
• ADDED Entry Code: For new students, click the entry code from the drop-down list that represents how the students entered into the school.
• REACTIVATED First Member Day: For reactivated students, click the day that the imported students are considered members of the school from the drop-down list.
• REACTIVATED Entry Code: For reactivated students, click the entry code from the drop-down list that represents how the students entered into the school.
• INACTIVATED Last Member Day: For inactivated students, click the day that the imported students are last considered members of the school from the drop-down list.
• INACTIVATED Withdrawal Code: For inactivated students, click the withdrawal code from the drop-down list that represents how the students left the school.

12. Click Save to return to the Import Wizard.
13. Click Perform import test, and correct any errors that appear.

14. Click Import Now.

Batch Enter Database Information

With the Batch Entry feature, you can enter database information for multiple students or staff members at the same time. For example, you can assign homeroom 103 to all 2nd grade students at once. You can also perform a find-and-replace batch entry. For example, you can assign homeroom 203 to all students who are currently in homeroom 103.

Perform a Batch Entry

1. On the Administrator's Plus Home screen, click to access Batch Functions.

Tip: You can also press F2 to access Batch Functions.

2. In the Batch Functions dialog box, click 1. Batch entry, and then click Next.
3. In the Batch Entry: Demographics dialog box, choose to batch enter data for students in a specific Grade number, students in All grades, or Staff members, and then click Next.
4. In the Batch Entry For dialog box, click the field you want to batch enter data for, and then type the value. Repeat this step for each field you want to edit.
5. For Include Which [Students/Staff], choose to batch enter data for Active Only, Inactive Only, or both Active & Inactive students or staff members, and then click Accept [F10].

6. In the Batch Entry dialog box, choose to batch enter data for Individual members/groups or for All members of the student or staff category you selected in step 3, and then click Next.
7. If you clicked 1. Individual members/groups in step 6, in the Enter Individual Students dialog box, do either of the following:

• Click Lookup [F6], hold the Ctrl key while you select the individuals you want to batch enter data for, and then click Select.

or

• Click Load Group, click the group you want to batch enter data for, and then click Select.

8. Click Accept [F10] to complete the batch entry.

Perform a Find-and-Replace Batch Entry

In addition to entering database information, the Batch Entry feature also allows you replace existing information for multiple students or staff members at the same time. You can perform a find-and-replace batch entry to find all students with a specific value in a database field and replace that old value with a new value. For example, you might want to find all students with 103 in their homeroom field and replace 103 with 203.

Be sure to type the exact values.

1. Create a backup of the year you're working in.
2. On the Administrator's Plus Home screen, click to access Batch Functions.

Tip: You can also press F2 to access Batch Functions.

3. In the Batch Functions dialog box, click 1. Batch Entry, and then click Next.
4. In the Batch Entry: Demographics dialog box, choose to batch replace data for students in a specific Grade number, students in All grades, or all Staff members, and then click Next.

Important: If you choose to batch replace data for students in All grades, start with the highest grade level, then repeat the process for the next highest grade level, and so on, ending with the lowest grade level.

5. In the Batch Entry For dialog box, click the field you want to batch replace data for, and then enter the new value. For example, if you're replacing homeroom 103 with homeroom 203, click the Homeroom field, and then enter 203.
6. For Include Which [Students/Staff], choose to batch enter data for Active Only, Inactive Only, or both Active & Inactive students or staff members, and then click Accept [F10].

7. In the Batch Entry dialog box, click 3. Members matching a data base criteria (query), and then click Next.
8. In the Enter Search Criteria dialog box, click the field you want to batch replace data for, and then enter the old value. For example, if you're replacing homeroom 103 with homeroom 203, click the Homeroom field, and then enter 103.
9. Click F10 / Accept to complete the find-and-replace batch entry.
10. (Optional) If you want to perform another find-and-replace batch entry, click Yes in the Information dialog box.

Batch Delete Database Information

The Batch Entry feature allows you to delete database information for multiple students or staff members at the same time. For example, you can delete the room number in the Homeroom field for all 2nd grade students.

1. On the Administrator's Plus Home screen, click to access Batch Functions.

Tip: You can also press F2 to access Batch Functions.

2. In the Batch Functions dialog box, click 2. Erase all data in one or more fields, and then click Next.
3. In the Erase Fields: Demographics dialog box, choose to batch delete data for students in a specific Grade number, students in All grades, or Staff members, and then click Next.
4. In the Erasing Fields For dialog box, click the field you want to batch delete data for, and then click Tag [F7]. Repeat this step for each field you want to edit.

The words Erase All Data In This Field appear in the text box for the field(s) you've chosen.

5. For Include Which [Students/Staff], choose to batch delete data for Active Only, Inactive Only, or both Active & Inactive students or staff members. Then click Accept [F10].

6. Click Accept [F10], and then click Yes to confirm the warning message.
7. In the Batch Entry dialog box, choose to batch delete data for Individual members/groups or for All members of the student or staff category you selected in step 3, and then click Next.
8. If you clicked Individual members/groups, do either of the following:

• Click Lookup [F6], hold the Ctrl key while you click the individuals you want to batch delete data for, and then click Select.

or

• Click Load Group, click the group you want to batch delete data for, and then click Select.

9. Click Accept [F10] to complete the batch deletion.

Generate an ASCII File Report for Excel Import

As you generate a report, you can export the report as an ASCII file, which is compatible with an Excel import. You can conveniently generate an ASCII file of your report in the Data Base Report Writer.

1. In Data Base, click DB RW.
2. In the Specifications: Data Base Report Writer dialog box, click Done at the bottom.

3. Click View/edit letters/reports, and click Next.

4. In the Viewing and Editing Data Base Reports/Letters dialog box, click the report you want to export, and click Select.

5. On the menu bar, click Options > Ascii.

6. Enter the drive, path, and file name in the format: "X:\FolderName\FileName.asc," and then click OK.

Note: When the report is generated, it's exported to the selected folder at the same time it appears in the print preview screen.

7. Click Accept at the bottom right, select a demographic (for example, all grades combined or Staff), and click Next.
8. Select which students will be included, and click Next.

The report opens in a new window. After the report is fully generated, the ASCII file on your machine will also be populated with the data. A quick way to check if the ASCII file has been fully populated (after the report is generated) is to open the file with a basic text editor, such as Notepad (Windows) or TextEdit (Mac).

Export Selected Students to an Administrator's Plus File

When transferring student data, you can choose a select group of students to export into an Administrator's Plus file. This is a two-step process: The first part involves creating a file containing the names of students to be included in the export. The second part of the process is exporting the students included in the "Special.txt" file.

Create the Export File

1. In Data Base, click Print Prog.
2. In the Print Program dialog box, click Inspect/change specifications, and click Next.

3. Set your desired specifications, click Yes to Include ID Number in ASCII Exports, and click Done.

4. In the Print Program dialog box, click One column...no lines...additional fields, and click Next.

5. In the Select Fields In Order To Be Printed dialog box, click Accept [F10] at the bottom right.

6. Click ASCII file, and click Next.

7. In the Save As dialog box, browse for the export location, name the file "Special.txt" (with quotes), and click Save.

8. Click All grades, and then click Next.

9. Click Individual students/groups, and click Next.

10. In the Print Class Lists dialog box, click Lookup.

11. In the Advanced Lookup dialog box, click each desired student while holding down the Ctrl key, and click Select.
12. Click Accept [F10] to generate a report and the ASCII file.

Export the Students Included in the File

1. In Data Base, click New Files.
2. Click , click a student from the Advanced Lookup dialog box, and click Select.
3. Click Specs. [Alt+S].

4. In the Specifications: New Files dialog box, click the Page 2 tab.
5. Set 2. Process Selected Students From File to Yes.
6. In 3. Path, browse for the location of the "Special.txt" file.
7. Make sure 4. File Name is set to SPECIAL.TXT.

8. Click Done.
9. In the New Files dialog box, click Other [F9].

10. Click Export to Administrator's Plus file, and then click Next.

11. Click Done.

Generate a Birthday Report

Administrator's Plus enables you to generate and print various reports whenever you need them by using the Data Base Report Writer. The birthday report is one of the most common reports, and you can generate this report at any time during the school year.

1. In Data Base, click DB RW.
2. In the Specifications: Data Base Report Writer dialog box, configure the following settings:

• Active Letter/Report: Click next to the text box, and click 29 Birthday list, and click Select.
• Include Active/Inactive Students: Click Active Students Only, Active and Inactive Students, or Inactive Students Only depending on which type of students you want to show.
• Include Blank Search/Sort Categories: Click Include or Do NOT Include to include or leave out any blank entries in your report.
• Start Grade for All Grades: Click the beginning grade where you want to start your report from the drop-down list.
• End Grade for All Grades: Click the last grade where you want to end your report from the drop-down list.
• Print Preview: Choose whether or not you want to view a print preview of your report.
• Date for Age Calculation: Click next to the text box to set the date as of which you want the ages calculated, and click OK.

Tip: Set today's date if you want to know how old students are today.

• Print Field Name or Description: Click the field name or the field description to display in the report.

3. Click Done.
4. In the Administrator's Plus dialog box, click All grades combined, and click Next.

5. Click Search by one field (all categories), and click Next.
6. Click 9 BIRTH DATE from the list of fields, and click Select.

7. Click Alpha for both Search Sort and Sort Sort, and click Next.

Generate a Quick Print Report

The F9 Print hot key is found at the rightmost side of most student data entry screens. Clicking this hot key generates the default report for the current screen. You can customize this feature to generate a specific report for the selected student. For example, you can configure the print feature in Report Cards > View/Change to generate a report card or transcript instead of the default report.

Note: The following task is completed on the Demographics screen, but you can access the F9 print feature on any data entry screen by clicking or pressing F9 on your keyboard.

1. In Data Base, click Demographics.

2. At the rightmost side of the screen, right-click , and click Demographics: Change Report.

3. Click a report from the list, and click Select.

4. To generate this default report, click , or press F9 on your keyboard.

Print Labels

When you need to send letters to parents, handwriting labels for all the students in your school can be tedious. Administrator's Plus offers a customizable report to print multiple labels at once, so you can have quick access to labels whenever you need to send mail to students' homes.

Print Labels for Parents

1. In Data Base, click DB RW.
2. In the Specifications: Data Base Report Writer dialog box, configure the following settings:

• Active Letter/Report: Click next to the text box, click 10 LABEL: To the Parent of 3-col, and click Select.

• Include Active/Inactive Students: Click Active Students Only, Active and Inactive Students, or Inactive Students Only, depending on which type of students you want to include.
• Include Blank Search/Sort Categories: Click Include to include blank entries, or click Do NOT Include to only show entries with data.
• Start Grade For All Grades: Click the beginning grade where you want to start your report from the drop-down list.
• End Grade for All Grades: Click the last grade where you want to end your report from the drop-down list.
• Print Preview: Choose whether or not you want to view a print preview of your report.
• Date for Age Calculation: Click  to set the date as of which you want the ages calculated.

Tip: Set today's date if you want to know how old students are today.

• Print Field Name or Description: Click the field name or the field description to display in the report.

3. Click Done.
4. Click All grades combined to display all students in the grades you selected, and click Next.

Tip: You can click other options in the Administrator's Plus Data Base Report Writer dialog box, depending on what you want to display in your report.

5. Click 1. All students alphabetically to display the students in alphabetical order, and click Next.

Print One Label Per Family

1. In Data Base, click DB RW.
2. Click next to the Active Letter/Report text box, choose your desired letter or report, and click Select.

3. Click Done.
4. Click View / edit letters / reports, and click Next.

5. Click Select.

6. Once the report code is generated, click Options on the menu bar, and then click 1 Student Per Phone #.

7. Click Accept at the bottom right of the report.