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									  The North Dakota Local Technical
 Assistance Programs Microcomputer
 Data Management System (MDMS)
   For County Road or City Street
             Departments




          (Version 7.1 Second Edition)

                  Prepare by
North Dakota Local Technical Assistance Program
                January 2007
                                      TABLE OF CONTENTS


INTRODUCTION TO MDMS -------------------------------------------------------------- 1

WHAT’S NEW IN MDMS VERSION 7.1 ----------------------------------------------- 2

HARDWARE & SOFTWARE REQUIREMENTS ------------------------------------- 4

INSTALLING THE MDMS PROGRAM ------------------------------------------------ 5
  Initial Installation -------------------------------------------------------------------------- 5
  Reinstallation ------------------------------------------------------------------------------ 13
  Installation – New Computer ------------------------------------------------------------ 25

EXECUTING THE MDMS PROGRAM ------------------------------------------------- 39
     View Software Disclaimer ---------------------------------------------------------- 40
THE PHASES OF MDMS ------------------------------------------------------------------ 41

OLD USER DATABASE FILE TRANSFER -------------------------------------------- 42

MERGE THE OLD DAILY FUEL FILE DATA ----------------------------------------- 43

MERGE THE OLD DAILY GARAGE FILE DATA ----------------------------------- 44

THE SETUP DATABASES ---------------------------------------------------------------- 45

        The Fuels Database ------------------------------------------------------------------ 48
        The Road/Street Database ---------------------------------------------------------- 50
        The Employee Database ------------------------------------------------------------ 53
        The Materials Database ------------------------------------------------------------- 55
        The Equipment Database ----------------------------------------------------------- 57
        The Activity Database -------------------------------------------------------------- 60
        The Project Database ---------------------------------------------------------------- 62
        The Department Database ---------------------------------------------------------- 64
        The District Database --------------------------------------------------------------- 66

SET EQUIPMENT MAINTENANCE CODES ----------------------------------------- 68

THE DAILY JOB DATABASE ------------------------------------------------------------ 69

        Append - Daily Job Database File ------------------------------------------------ 72
        Edit - Daily Job Database File ----------------------------------------------------- 80
        Browse - Daily Job Records ------------------------------------------------------- 81
        Pack (Remove Records Marked For Deletion ----------------------------------- 83
EQUIPMENT, LABOR, MATERIALS (5 OPTIONS) REPORT COMPONENT
BUILDER -------------------------------------------------------------------------------------- 84

EQUIPMENT, LABOR, MATERIALS (1 OPTION) REPORT COMPONENT
BUILDER -------------------------------------------------------------------------------------- 91

SINGLE ROAD AND BILLING REPORT COMPONENT BUILDER ----------- 98

EMPLOYEE SUMMARY REPORT COMPONENT BUILDER -------------------- 101

EQUIPMENT USE, FUEL, REPAIRS REPORT COMPONENT BUILDER ------ 103

DAILY FUEL REPORT COMPONENT BUILDER ----------------------------------- 106

ACTIVITY BUDGET REPORT ----------------------------------------------------------- 108

EQUIPMENT USE REPORT -------------------------------------------------------------- 110

USE PREVIOUS YEARS DATA --------------------------------------------------------- 112

TRANSFER LAST YEARS DATA ------------------------------------------------------- 113

BACKUP – RESTORE----------------------------------------------------------------------- 115

APPENDIX ------------------------------------------------------------------------------------ 116




                                                      2
                                           List Of Figures

(Figures 1 through 8 are a part of the initial installation procedure)

Figure 1 – Add or Remove Programs Window ------------------------------------------- 6

Figure 2 – Install Program From Floppy Disk or CD-ROM Window ----------------- 7

Figure 3 – Run Installation Program Window -------------------------------------------- 8

Figure 4 – Install Destination Drive Window --------------------------------------------- 9

Figure 5 – BDE Location Settings Window ----------------------------------------------- 10

Figure 6 – Setup Alert Window ------------------------------------------------------------- 10

Figure 7 – Install Progress Window -------------------------------------------------------- 11

Figure 8 – The MDMS Program Home Page---------------------------------------------- 12

(Figures 9 through 18 are a part of the reinstallation procedure)

Figure 9 – Windows Explorer Screen ------------------------------------------------------ 14

Figure 10 – Add or Remove Programs Window ------------------------------------------ 16

Figure 11 – Install Program From Floppy Disk or CD-ROM Window ---------------- 17

Figure 12 – Run Installation Program Window ------------------------------------------- 18

Figure 13 – Install Destination Drive Window-------------------------------------------- 19

Figure 14 – BDE Location Settings Window --------------------------------------------- 20

Figure 15 – Setup Alert Window------------------------------------------------------------ 20

Figure 16 – Install Progress Window ------------------------------------------------------- 21

Figure 17 – The MDMS Program Home Page -------------------------------------------- 22

Figure 18 – Copy Records From An Earlier Version of MDMS Window ------------ 23




                                                     3
(Figures 19 through 29 are a part of the new computer installation procedure)

Figure 19 – Add or Remove Programs Window ------------------------------------------ 26

Figure 20 – Install Program From Floppy Disk or CD-ROM Window ---------------- 27

Figure 21 – Run Installation Program Window ------------------------------------------- 28

Figure 22 – Install Destination Drive Window-------------------------------------------- 29

Figure 23 – BDE Location Settings Window --------------------------------------------- 30

Figure 24 – Setup Alert Window------------------------------------------------------------ 30

Figure 25 – Install Progress Window ------------------------------------------------------- 31

Figure 26 – The MDMS Program Home Page -------------------------------------------- 32

Figure 27 – Windows Explorer Screen ----------------------------------------------------- 34

Figure 28 – Confirm File Replace Window ----------------------------------------------- 37

Figure 29 – The MDMS Program Home Page -------------------------------------------- 38

(Figures 30 through 53 are a part of program operation procedures)

Figure 30 - The MDMS Home Page ------------------------------------------------------- 39

Figure 31 View Software Disclaimer ------------------------------------------------------ 40

Figure 32 - Copy Database Records From Versions 5.0, 6.0, or 7.0 ------------------ 42

Figure 33 - Merge Daily Fuel Data From Versions 5.0, 6.0, or 7.0 ------------------- 43

Figure 34 - Merge Daily Garage Data From Versions 5.0, 6.0, or 7.0 ---------------- 44

Figure 35 - The MDMS Setup Databases ------------------------------------------------- 45

Figure 36 - Set Equipment Maintenance Codes ------------------------------------------ 68

Figure 37 - The Daily Job Database Menu ------------------------------------------------ 71

Figure 38 - The Daily Job Database Append Screen (Page 1) ------------------------- 73

Figure 39 - The Daily Job Database Append Screen (Page 2) ------------------------- 77


                                                     4
Figure 40 - The Daily Job Database Append Screen (Page 3) ------------------------- 78

Figure 41 - Find Records Window Superimposed On a Daily Job Database
Browse Screen -------------------------------------------------------------------------------- 82

Figure 42 - Equipment, Labor, Materials Report (5 Options) Component Builder - 84

Figure 43 - Five Option Report Menu ----------------------------------------------------- 90

Figure 44 - Equipment, Labor, Materials (1 Option) Report Component Builder -- 91

Figure 45 - One Option Report Menu ----------------------------------------------------- 96

Figure 46 - Single Road or Street Report Component Builder Screen----------------- 98

Figure 47 - Employee Summary Report Component Builder -------------------------- 101

Figure 48 - Equipment Use, Fuel, Repairs Report Component Builder -------------- 103

Figure 49 - Daily Fuel Report Component Builder -------------------------------------- 106

Figure 50 - Activity Budget Report Component Builder ------------------------------- 108

Figure 51 - Equipment Use Report Component Builder -------------------------------- 110

Figure 52 - Access Previous Years Database File --------------------------------------- 112

Figure 53 - Transfer Last Years Data ------------------------------------------------------ 113

Figure 54 – Backup and Restore Procedure ----------------------------------------------- 115




                                                      5
                        INTRODUCTION TO MDMS

The Microcomputer Data Management System is designed to track costs for
county road or city street departments. It tracks labor, equipment and material
costs for each road or street, project, and district. It also tracks equipment repair
and fuel consumption costs for each piece of equipment.

This version of MDMS, version 7.1 for windows, is an update of the version 7.0
program. It includes suggestions for improvement provided by a wide range of
experienced users. It was designed using the VISUAL dBASE for Windows
Relational Database package.

Users will find version 7.1 has much in common with earlier versions of MDMS.
All are easy to use programs designed especially for county road or city street
departments operating with limited staff and strict budget constraints. The
primary objective was to develop a process that includes recommendations for
improvement submitted by existing MDMS users without sacrificing user friendly
features. In addition, maintaining nearly unlimited user flexibility was a high
priority. Perhaps the greatest single advantage of the MDMS program is the user
friendly report generation capabilities.

The North Dakota Technology Transfer Center is under new management – Gary
Berreth is the director. The program was written by Russell McDaniel, a member
of Mr. Berreth’s staff. Inquiries regarding program specifics and details should be
directed to Russ. Mr. Berreth’s and Russ’ addresses and phone numbers are:

      Gary Berreth PE                          Russell McDaniel
      Director ND LTAP Center                  515 ½ E. Broadway
      515 ½ E. Broadway                        Suite #101
      Suite #101                               Bismarck, ND 58501
      Bismarck, ND 58501                       Phone 701-328-9858
      Phone: 701-328-9856
                    WHAT’S NEW IN MDMS VERSION 7.1

The changes and enhancements from MDMS version 7.0 to version 7.1 include:

1. The most visible, as well as the most significant, change is that the daily job,
daily fuel and the daily garage modules are combined. There are several
advantages with this. The two most important are:

      It is an advantage for the data entry person. For example, if an employee’s
      time card includes equipment repair or fuel usage, or both equipment repair
      and fuel usage, along with his time, activity, etc., all of these items are
      entered on a single record. With earlier versions of MDMS, fuels were
      entered in the fuels module and equipment service and repairs were entered
      in the garage module.

      An additional pre-designed report is included that details equipment usage,
      fuel usage and equipment repairs in a single report.

2. A backup and restore procedure is added.

3. The daily append and edit screens are divided into three pages for a single
record.

4. Data entry and report component builder screens are revised to display full
names or descriptions of coded values. For example, when a user enters the code
for a particular employee, MDMS displays that employee’s full name.

5. New data items include surface type and section length.

6. The material fields for a single record are increased from three to five.

7. Equipment repair procedures are revised to provide virtually unlimited space to
describe details of the repair or service.

8. Four additional equipment and labor reports are included.

9. This operations manual is revised to include additional program installation
procedures. In addition to the normal installation instruction, separate instructions
are provided for reinstalling the program on a computer currently running the

                                          2
program.

Also included are instructions for installing the program on a new computer and
moving existing data from the old to the new computer.




                                        3
         HARDWARE & SOFTWARE REQUIREMENTS

To run MDMS, version 7.1, you will need an IBM or IBM compatible computer
with:

     1) At least 20 megabytes of available space on the hard drive.

     2) A CD-ROM drive (a read/write drive is not required). However, users
     who wish to use the newly added backup and restore feature will need either
     a read\write drive or a flash drive.

     3) A printer (wide carriage is not required). All reports are designed to print
     for an 8.5” X 11” page - portrait orientation.

     4) A minimum of 32 megabytes of memory - 64 megabytes are
     recommended.

     5) The Windows 95 or later versions.




                                        4
                 INSTALLING THE MDMS PROGRAM

This is the procedure for installing the North Dakota LTAP’s Microcomputer Data
Management System (MDMS) version 7.1, second edition. It is LTAP’s latest
version of the MDMS program.

Separate instructions are included for:

      1. Reinstalling on a computer currently running the program – pages 13
through 24.
      2. Installing the program on a new computer and moving existing data from
      the old to the new computer – pages 25 through 38.

These instructions were developed using a desktop computer, running Windows
XP Professional. Our laptop computer also runs Windows XP Professional but the
process for installing new programs on the two units is not identical.

Therefore, if you are running an earlier version of windows, or even if you are
running Windows XP Professional, the install procedure presented by your
computer may not totally agree with the steps outlined below but with a little
ingenuity, you should be able to improvise as needed to complete the installation.

To install the North Dakota LTAP’s Microcomputer Data Management System
(MDMS) version 7.1, second edition, proceed as outlined in the following 19
steps.

      1. Click “Start” in the lower left-hand corner of the Windows desktop.

      2. A list of options is displayed. Move the mouse arrow to “Settings” (do
      not click).

      3. Move the mouse arrow to the “Control Panel” option (do not click).

      4. From the list of displayed options, click the “Add or Remove Programs”
      option. The Add or Remove Programs screen appears – Figure 1.




                                          5
      Figure 1: Add or Remove Programs Window

      5. Click the “Add New Programs” icon displayed on the left side of the
screen.

      6. Click the “CD or Floppy” button. The Install Program From Floppy Disk
      or CD-ROM window appears – Figure 2.




                                        6
Figure 2: Install Program From Floppy Disk or CD-ROM Window

7. Insert the MDMS Version 7.1, second edition CD-ROM program disk
into your CD drive, as instructed, and click the “Next” button to continue.
The “Run Installation Program” window appears – Figure 3.




                                  7
Figure 3: Run Installation Program Window

8. For these instructions, it is assumed your CD-ROM drive is drive “D:”
but if it is not, the appropriate drive will be displayed.

D:\SETUP.EXE should be displayed in the “Open” cell. If it is not, type
D:\SETUP.EXE in the cell, replacing the “D” with the letter of your CD-
ROM drive if necessary. Click the “Finish” button to proceed.

9. The Install Destination Drive window appears – Figure 4. By default,
C:\MDMS7.1 is displayed as the folder for both RUNTIME and
APPLICATION files. It is recommended that you accept this location for
the installation.




                                 8
Figure 4: Install Destination Drive Window

With one exception, the program will function properly at any location
but the Backup and Restore procedure works only if the program is
installed in the C:\MDMS7.1 folder.

10. Click the “Continue” button and the BDE Location Settings window
appears – Figure 5. By default, C:\IDAPI is displayed as the folder for both
BDE program files and BDE configuration files. Accept this location and
click the “Continue” button.




                                  9
Figure 5: BDE Location Settings Window

11. The Setup Alert window appears indicating that you are now ready for
installation – Figure 6. Click the “Install” button to proceed or the “Cancel”
button if you should decide to abort the process.




Figure 6: Setup Alert Window

12. The install window appears depicting a motor vehicle dashboard –
Figure 7. Note that the installation percent completed is displayed at the
speedometer gauge location. Wait for the “Installation Complete” message


                                  10
to appear before taking any other action.




Figure 7: Install Progress Window

13. When the installation complete message appears, click the OK button to
exit the install procedure.

14. The “C:\Documents and Settings\All Users\Start
Menu\Programs\MDMS Version 7.1” window appears. Under name in the
big window, right click “MDMS Version 7.1” and click “Copy” from the
list of options displayed in the drop-down menu. You will use this in step
17 to place a shortcut to the MDMS program on your desktop.

15. Close the “C:\Documents and Settings\All Users\Start
Menu\Programs\MDMS Version 7.1” window by clicking the “X” in the


                                  11
upper right hand corner of the window.

16. Close the “Add or Remove programs window by clicking the “X” in the
upper right hand corner of this window to return to the desktop.

17. Now it is time to place a shortcut to the MDMS program on you
desktop. Move your mouse arrow to any open area on the desktop and press
the right mouse button. Click “Paste Shortcut” from the list of options
displayed.

18. A shortcut to the program is displayed. The caption reads “MDMS7.1.
You can drag the icon to any position on the screen that you like.

19. Double click the desktop icon to access the MDMS program. The
MDMS program home page is displayed – Figure 8. Installation is
complete and the program is ready for immediate use.




Figure 8: The MDMS Program Home Page



                                12
  INSTALLING or REINSTALLING THE MDMS VERSION 7.1
               (Second Edition) PROGRAM

This procedure is intended for users who might wish to reinstall the program on a
computer that is currently running the program or for users of the original edition
of MDMS version 7.1 and are updating to the MDMS version 7.1, second edition.
MDMS version 7.1 second edition is LTAP’s latest version.

Separate instructions are provided for users who wish to install the program on a
new computer and for transferring existing data files from the old computer to the
new – pages 24 through 37.


      Caution: Do not reinstall the program without first renaming
      the MDMS7.1 folder. This is necessary to avoid overwriting
      existing data tables with blank tables.

      The existing C:\MDMS7.1 folder must be renamed before the MDMS
      second edition is installed or reinstalled. Failure to do this will result in
      existing database tables being overwritten with blank tables. Renaming the
      C:\MDMS7.1 folder is a simple straight forward process and is detailed in
      the following steps – 1 through 8.

      1. Right click “Start” in the lower left-hand corner of the desktop.

      2. From the list of displayed options, click “Explore”. The explore window
      appears – Figure 9.

      It might be helpful for users, not familiar with windows explore, to think of
      it as a file manager feature. For example, Explore can be used to perform a
      wide variety of tasks such as deleting files or folders, creating folders,
      copying files or folders etc. For this exercise, we will use it to rename the
      MDMS7.1 folder.




                                         13
Figure 9: Windows Explorer Screen

Explorer presents a split window. The left side, under the heading
“Folders” displays, in alphabetical order, all folders and subfolders on your
computer. The right side displays the files contained in each folder.

3. Scroll the list of folders on the left side of the screen until the
“MDMS7.1” comes into view.

4. Click the MDMS7.1 folder to select it as shown in Figure 9.

5. Right click the highlighted MDMS7.1 folder.

6. From the list of displayed options, click “Rename”.

7. The cursor is blinking at the end of the highlighted MDMS7.1 folder,
waiting for the user to enter the new folder name. It can be renamed any
name you wish but for these instructions we will rename it MDMSOLD.
Enter “MDMSOLD” without the double quotes and press the Enter key.


                                     14
The folder is renamed and positioned alphabetically.

8. Close windows explorer by clicking the “X” in the upper right hand
corner to return to your desktop.

Now, we can safely install the MDMS version 7.1 second edition program
without fear of overwriting existing database tables.

To install the MDMS version 7.1, second edition, proceed as detailed below
in steps 1 through 19.
.
1. Click “Start” in the lower left-hand corner of the Windows desktop.

2. A list of options is displayed. Move the mouse arrow to “Settings” (do
not click).

3. Move the mouse arrow to the “Control Panel” option (do not click).

4. From the list of displayed options, click the “Add or Remove Programs”
option. The Add or Remove Programs screen appears – Figure 10.




                                 15
      Figure 10: Add or Remove Programs Window

      5. Click the “Add New Programs” icon displayed on the left side of the
screen.

      6. Click the “CD or Floppy” button. The Install Program From Floppy Disk
      or CD-ROM window appears – Figure 11.




                                       16
Figure 11: Install Program From Floppy Disk or CD-ROM Window

7. Insert the CD-ROM program disc into your CD drive, as instructed and
click the “Next” button to continue. The “Run Installation Program”
window appears – Figure 12.




                                17
Figure 12: Run Installation Program Window

8. For these instructions, it is assumed your CD-ROM drive is drive “D:”
but if it is not, the appropriate drive will be displayed.

D:\SETUP.EXE should be displayed in the “Open” cell. If it is not, type
D:\SETUP.EXE in the cell, replacing the “D” with the letter of your CD-
ROM drive if necessary. Click the “Finish” button to proceed.

9. The Install Destination Drive window appears – Figure 13. By default,
C:\MDMS7.1 is displayed as the folder for both RUNTIME and
APPLICATION files. It is recommended that you accept this location for
the installation.




                                 18
Figure 13: Install Destination Drive Window

With one exception, the program will function properly at any location
but the Backup and Restore procedure works only if the program is
installed in the C:\MDMS7.1 folder.

10. Click the “Continue” button and the BDE Location Settings window
appears – Figure 14. By default, C:\IDAPI is displayed as the folder for both
BDE program files and BDE configuration files. Accept this location and
click the “Continue” button.




                                  19
Figure 14: BDE Location Settings Window

11. The Setup Alert window appears indicating that you are now ready for
installation – Figure 15. Click the “Install” button to proceed or the
“Cancel” button if you should decide to abort the process.




Figure 15: Setup Alert Window

12. The install window appears depicting a motor vehicle dashboard –
Figure 16. Note that the installation percent completed is displayed at the
speedometer gauge location. Wait for the “Installation Complete” message


                                  20
to appear before taking any other action.




Figure 16: Install Progress Window

13. When the installation complete message appears, click the OK button to
exit the installation procedure.

14. The “C:\Documents and Settings\All Users\Start
Menu\Programs\MDMS Version 7.1” window appears. Under name in the
big window, right click “MDMS Version 7.1” and click “Copy” from the
list of options displayed in the drop-down menu. You will use this in step
17 to place a shortcut to the MDMS program on your desktop.

15. Close the “C:\Documents and Settings\All Users\Start
Menu\Programs\MDMS Version 7.1” window by clicking the “X” in the


                                  21
upper right hand corner of the window.

16. Close the “Add or Remove programs window by clicking the “X” in the
upper right hand corner of this window and return to the desktop.

17. If you currently have a shortcut to the MDMS Version 7.1 program
on your desktop, this step is not needed. If not, it is time to place a
shortcut to the MDMS program on you desktop. Move your mouse arrow to
any open area on the desktop and press the right mouse button. Click “Paste
Shortcut” from the list of options displayed.

18. A shortcut to the program is displayed. The caption reads “MDMS7.1.
You can drag the icon to any position on the screen that you wish.

19. Double click the desktop icon to access the MDMS program. The
MDMS home page is displayed – Figure 17.




Figure 17: The MDMS Program Home Page

Now it is time to move existing data files and records to the newly installed
version. The process is detailed in the operations manual but is repeated

                                  22
here for user convenience and perhaps greater clarity.

20. Click the “Old User Database File Transfer” button. The Copy Records
From An Earlier Version Of MDMS window appears – Figure 18.




Figure 18: Copy Records From An Earlier Version of MDMS Window

This procedure is used to transfer data from earlier versions of MDMS to
the newly installed version.

Note the dark pink rectangle located near the upper left portion of the screen
that reads “Path To Previous Version”. It reads “C:\MDMS07” by default
but the data we want to transfer is not at that location. The data we want to
transfer is located in the folder we renamed MDMSOLD.

21. Replace C:\MDMS07” as the path to read “C:\MDMSOLD” and press
the tab or enter key.



                                  23
22. Now we are ready to begin the transfer of data. Press the “Click to
Copy” button positioned next to the “DAYJOB.DBF” file and wait for the
Transfer completed” message to appear before proceeding to the next step.

23. Repeat step 22 for ACTS.DBF, EMPLOYEE.DBF, RENTALS.DBF,
ROADS.DBF, PROJECT.DBF, MATRLS.DBF, FUELS.DBF, DEPTS.DBF
and DISTRICT.DBF.

24. Click the “Exit” button to return to the MDMS home page.

This completes the installation of the MDMS Version 7.1, Second Edition
program and the transfer of data. The program is ready for immediate use.

Remember, it will be necessary to reset the values in the “Set
Equipment Mtce. Codes” procedure. In addition, the “Set Report
Title” must be reset. Both procedures are accessed from the MDMS
program home page.




                                 24
INSTALLING THE NORTH DAKOTA LTAP’s MDMS VERSION
  7.1, SECOND EDITION PROGRAM ON A NEW COMPUTER

This is the procedure for installing the MDMS version 7.1, second edition
program on a new computer and for moving data files from the old to the new
computer. MDMS version 7.1 second edition is LTAP’s latest version.

This process involves two major procedures. The first procedure is installing the
program on the new computer. The second involves moving existing data files
from the old to the new computer.

Install the program now before proceeding to the second procedure – moving data
files.
.
To install the North Dakota LTAP’s Microcomputer Data Management System
(MDMS) version 7.1, second edition, proceed as outlined in the following 19
steps.

      1. Click “Start” in the lower left-hand corner of the Windows desktop.

      2. A list of options is displayed. Move the mouse arrow to “Settings” (do
      not click).

      3. Move the mouse arrow to the “Control Panel” option (do not click).

      4. From the list of displayed options, click the “Add or Remove Programs”
      option. The Add or Remove Programs screen appears – Figure 19.




                                        25
      Figure 19: Add or Remove Programs Window

      5. Click the “Add New Programs” icon displayed on the left side of the
screen.

      6. Click the “CD or Floppy” button. The Install Program From Floppy Disk
      or CD-ROM window appears – Figure 20.




                                       26
Figure 20: Install Program From Floppy Disk or CD-ROM Window

7. Insert the MDMS Version 7.1, second edition CD-ROM program disk
into your CD drive, as instructed, and click the “Next” button to continue.
The “Run Installation Program” window appears – Figure 21.




                                  27
Figure 21: Run Installation Program Window

8. For these instructions, it is assumed your CD-ROM drive is drive “D:”
but if it is not, the appropriate drive will be displayed.

D:\SETUP.EXE should be displayed in the “Open” cell. If it is not, type
D:\SETUP.EXE in the cell, replacing the “D” with the letter of your CD-
ROM drive if necessary. Click the “Finish” button to proceed.

9. The Install Destination Drive window appears – Figure 22. By default,
C:\MDMS7.1 is displayed as the folder for both RUNTIME and
APPLICATION files. It is recommended that you accept this location for
the installation.




                                 28
Figure 22: Install Destination Drive Window

With one exception, the program will function properly at any location
but the Backup and Restore procedure works only if the program is
installed in the C:\MDMS7.1 folder.

10. Click the “Continue” button and the BDE Location Settings window
appears – Figure 23. By default, C:\IDAPI is displayed as the folder for both
BDE program files and BDE configuration files. Accept this location and
click the “Continue” button.




                                  29
Figure 23: BDE Location Settings Window

11. The Setup Alert window appears indicating that you are now ready for
installation – Figure 24. Click the “Install” button to proceed or the
“Cancel” button if you should decide to abort the process.




Figure 24: Setup Alert Window

25. The install window appears depicting a motor vehicle dashboard –
Figure 7. Note that the installation percent completed is displayed at the
speedometer gauge location. Wait for the “Installation Complete” message


                                 30
to appear before taking any other action.




Figure 25: Install Progress Window

13. When the installation complete message appears, click the OK button to
exit the install procedure.

14. The “C:\Documents and Settings\All Users\Start
Menu\Programs\MDMS Version 7.1” window appears. Under name in the
big window, right click “MDMS Version 7.1” and click “Copy” from the
list of options displayed in the drop-down menu. You will use this in step
17 to place a shortcut to the MDMS program on your desktop.

15. Close the “C:\Documents and Settings\All Users\Start
Menu\Programs\MDMS Version 7.1” window by clicking the “X” in the


                                  31
      upper right hand corner of the window.

      16. Close the “Add or Remove programs window by clicking the “X” in the
      upper right hand corner of this window to return to the desktop.

      17. Now it is time to place a shortcut to the MDMS program on you
      desktop. Move your mouse arrow to any open area on the desktop and press
      the right mouse button. Click “Paste Shortcut” from the list of options
      displayed.

      18. A shortcut to the program is displayed. The caption reads “MDMS7.1.
      You can drag the icon to any position on the screen that you like.

      19. Double click the desktop icon to access the MDMS program. The
      MDMS program home page is displayed – Figure 26.




      Figure 26: The MDMS Program Home Page

The installation is complete and the program is ready for immediate use.


                                        32
However, data files must still be moved from the old to the new computer. Click
the “Exit To The Desktop” button to exit the program and return to the desktop.

The second procedure, moving data files from the old to the new computer, is
more complex. The process is detailed in the following 23 steps.

The files that must be transferred include:

      DAYJOB.DBF                  DAYJOB.MDX          DAYJOB.DBT

      ACTS.DBF                    ACTS.MDX

      DEPTS.DBF                   DEPTS.MDX

      DISTRICT.DBF                DISTRICT.MDX

      EMPLOYEE.DBF                EMPLOYEE.MDX

      FUELS.DBF                   FUELS.MDX

      MATRLS.DBF                  MATRLS.MDX

      PROJECT.DBF                 PROJECT.MDX

      RENTALS.DBF                 RENTALS.MDX

      ROADS.DBF                   ROADS.MDX

      EQPMTCE.MEM                 MEMFILE.DBF

In addition to the files listed above, previous year’s files, if any, should also be
included.

These files must be copied from the old computer to a rewritable CD-ROM disk or
a flash drive. Using a 3 ½ inch floppy is not an option because the DAYJOB.DBF
and DAYJOB.DBT files often are larger than the capacity of a 3 ½ inch floppy.

If the old computer does not have either a rewritable disk drive or a flash
drive, contact Russ McDaniel at 701-328-9858 and he may be able to work out


                                          33
a solution.

Here we will assume that a rewritable CD-ROM drive is available. We will use
windows explore to copy the files to this movable disk or to a flash drive. The
process is exactly the same for a flash drive as for the rewritable disk – only drive
letter identifiers will differ. The steps are as follows.

      1. Right click “Start” in the lower left-hand corner of the old computer
      desktop.

      2. From the list of displayed options, click “Explore”. The explore window
      appears – Figure 27.

      It might be helpful for users, not familiar with windows explore, to think of
      it as a file manager feature. For example, Explore can be used to perform a
      wide variety of tasks such as deleting files or folders, creating folders,
      copying files or folders etc. For this exercise, we will use it to copy files in
      the MDMS7.1 folder to a movable disk.




      Figure 27: Windows Explorer Screen



                                         34
Explorer presents a split window. The left side, under the heading
“Folders” displays, in alphabetical order, all folders and subfolders on your
computer. The right side displays the files contained in each folder.

3. Scroll the list of folders on the left side of the screen until “MDMS7.1”
comes into view.

4. Click the MDMS7.1 folder to select it as shown in figure 9. All files in
the MDMS7.1 folder are displayed, in alphabetical order, on the right side
of the split screen.

5. Move to the right side. While holding down the “Ctrl” key, use your
mouse to select each of the files included in the above list of files that need
to be transferred. Each selected file will be highlighted.

6. Now click “Edit” at the top of the screen. From the list displayed in the
dropdown menu, click “Copy”. At this point, all of the files selected for
transfer to the new computer are stored on the computer’s clipboard and are
ready to be pasted to the movable disk or flash drive.

7. Place a rewritable disk into the rewritable disk drive of the old computer
or insert a flash drive into a USB port.

8. Move back to the left side of the explore split screen and scroll down to
the bottom where the rewritable disk drive or the flash drive will be
identified. These drives can be listed in a variety of ways.

For example, the rewritable disk drive might be listed as “DVD-RW Drive
(E:). A flash drive might be listed as “Removable Disk (G:). Both drives
can be identified by letters other than (E:) or (G:) and may be described
differently as well.

For this example, we will use drive “E”, a rewritable disk, as the location to
paste the files from the clipboard. The process is exactly the same if you
will be using a flash drive.

9. Click drive “E” or the appropriate drive for your computer.




                                   35
      10. Click “Edit” at the top of the screen. From the list displayed in the
      dropdown menu, click “Paste”. All of the files copied to the clipboard in
      step 6 are copied to drive “E”.

      11. Remove the rewritable disk from drive “E”.

      12. Close windows explore by clicking the “X” in the upper right hand
      corner to return to the desktop of the old computer.

We now are ready to move the data from the rewritable disk to the new computer.
This process is detailed below in steps 13 through 22.

      13. Open windows explore on the new computer as described in steps 1 and
      2.

      14. Place the rewritable disk in the rewritable drive of the new computer or
      if you are using a flash drive, insert it into a USB port.

      15. On the left side of the split window, scroll to the bottom of the screen
      and click the removable disk drive identifier or the USB identifier. All of
      the files selected for transfer from the old to the new computer should be
      displayed on the right-hand side of the explore split screen.

      16. Click “Edit” at the top of the screen. From the list displayed in the
      dropdown menu click “Select All”. All of the files displayed on the right
      side of the screen should be highlighted.

      17. Click “Edit” at the top of the screen a second time. From the list
      displayed in the dropdown menu, click “Copy”. The files selected in step
      16 are copied to the computer’s clipboard and are ready to be pasted to the
      MDMS7.1 folder of the new computer.

      18. On the left side of the explore window, scroll upward until the
      MDMS7.1 folder is displayed.

      19. Click the MDMS7.1 folder.

      20. Click “Edit” at the top of the screen a third time. From the list displayed
      in the dropdown menu, click “Paste”. The “Confirm File Replace” window


                                         36
appears – Figure 28.




Figure 28: Confirm File Replace Window

21. Click the “Yes to All” button to paste the files selected in step 16 into
the MDMS7.1 folder overwriting existing files by the same name.

22. Click the “X” in the upper right-hand corner to exit Windows Explore
and return to the desktop.

23. Double click the MDMS shortcut icon to access the MDMS program.
The MDMS home page is displayed – Figure 29.




                                   37
Figure 29: The MDMS Program Home Page

This completes installation of the MDMS Version 7.1, Second Edition
program and the transfer of data. The program is ready for immediate use.




                                 38
                    EXECUTING THE MDMS PROGRAM
You are now ready to begin using the program. Double click the MDMS program
icon on your desktop to execute the program. The MDMS version 7.1 home page
is displayed – Figure 30.




Figure 30: The MDMS Home Page

This screen leads to all of the options available in MDMS. With the exception of
the cell where you can enter Report Titles, all other options are called pushbuttons.
To select an option, you simply click the pushbutton with your mouse.

Note that the titles in the sample reports found in the appendix read “ALLUSA
COUNTY ROAD DEPARTMENT”. Use the “Set Report Title cell to enter the
name you want displayed on your reports.




                                         39
View Software Disclaimer

Click the View Software Disclaimer button to display the disclaimer statement –
Figure 31.




Figure 31: Software Disclaimer Statement




                                       40
                         THE PHASES OF MDMS
You will move through three phases to get MDMS working for your department.

First, you will need to enter Setup information, such as a list of road numbers and
names, a list of your equipment and hourly rental rates, etc. The following section
titled "The Setup Databases" covers these Set Up lists in more detail. The amount
of time you spend at this depends largely on what information you already have
compiled, such as whether you have a list of road numbers/names available or will
have to spend some time putting one together, etc.

Second, you will start collecting and entering daily information from the
employees, detailing the work they did during the day, the roads worked on, the
materials used, fuel consumption, etc. The Daily lists are covered in more detail in
a section titled "The Daily Databases". These Daily lists form the bulk of the
MDMS system.

Thirdly, you will begin generating reports based on the information you entered.
The report generators are designed to summarize the daily information to provide
you with useful information as to how your department's money is being spent.




                                        41
              OLD USER DATABASE FILES TRANSFER
CAUTION! This process is included only for users of MDMS version 5.0, 6.0
or 7.0.

If you currently are using MDMS, version 5.0, 6.0 or 7.0 this process will transfer
the daily job and all of the set up database records from either of these versions to
version 7.1. It is important that you execute this process only once. If you have
records you want to transfer, click this pushbutton and a screen like the one
displayed in Figure 31 appears.




Figure 32: Copy Database Records From Versions 5.0, 6.0 Or 7.0

You must indicate the path to the previous program files. The path reads
“C:\MDMS07” by default. This is the correct path to MDMS version 7.0 files. If
you are updating from MDMS version 7.0, no change is needed. If you are
updating from either version 5.0 or 6.0, you must change the path accordingly.


                                         42
You can be selective with regard to which data you wish to transfer. Click the
“Click to Copy” pushbutton next to each database you wish to transfer records
from. When you are finished, click the “Exit” pushbutton to return to the MDMS
home page.

            MERGE THE OLD DAILY FUEL FILE DATA

If you wish to transfer daily fuel records from and an earlier version of MDMS to
version 7.1, click the pushbutton labeled “Click To Merge The Daily Fuel File
Data” pushbutton and a screen like the one displayed in Figure 32 appears.




Figure 33: Merge Daily Fuel Data From MDMS Versions 5.0, 6.0 Or 7.0

Follow the on screen instructions. When you are finished, click the “Close”
pushbutton to return to the MDMS home page.




                                        43
         MERGE THE OLD DAILY GARAGE FILE DATA

If you wish to transfer daily garage records from and an earlier version of MDMS
to version 7.1, click the pushbutton labeled “Click To Merge The Daily Garage
File Data” pushbutton and a screen like the one displayed in Figure 33 appears.




Figure 34: Merge Daily Garage Data From Versions 5.0, 6.0 Or 7.0

Follow the on screen instructions. When you are finished, click the “Close”
pushbutton to return to the MDMS home page.




                                       44
                        THE SETUP DATABASES
Note: If you are currently using an earlier version of MDMS and have
transferred that setup data to version 7.1, these procedures do not apply.

Now it is time to enter some of the information necessary for MDMS to accurately
track costs for your department. You gain access to MDMS setup databases by
clicking the Setup Databases pushbutton found on the MDMS home page.




Figure 35: The MDMS Setup Databases

Separate Set Up databases are included for Fuels, Road or Streets, Employees,
Materials, Equipment, Activities, Projects, Departments and Districts.

The Set Up databases contain information needed for MDMS to compute costs.
For example, you will need to enter the code numbers, names, and wages of your
employees. Other basic information pertaining to the cost of fuels, materials,
equipment rental rates etc. also are needed. Each of the nine setup databases is
described in detail beginning on page 47. This section includes only those details
that all nine databases have in common.

Most of your information will need to be coded to some extent. For example,

                                        45
when the MDMS system asks you which employee did a given piece of work, you
must provide that employee's code name or code number. Similar codes are
needed to identify the equipment he or she operated, the materials used, the road
or street where the work was done, the activity (type of work done), and the
department and the district. These codes do not have to be numbers. They can
be words, digits, underscores or combinations of characters and digits but
should not include punctuation marks. The only restriction is that the total
length of a code cannot be more than 10 characters.

      NOTE: There are no restrictions limiting the number of entries that can be
      entered in any of the Set Up databases but, users are encouraged to limit the
      number of entries to a manageable number. From experience, we have
      learned that too many activity classes or a breakdown of the roadway system
      into too many small sections can result in a system that is difficult to
      manage.

When you are ready to begin entering data in any of the Set Up databases, select
the one you want to use from the choices presented across the top of the Setup
Database Screen. The menu for the ROADS database is used here but any one of
the eight set up menus could have been chosen as an illustration.

To access setup database options, click one of the selections and a pull down menu
appears. The choices are Append, Browse, Print and Pack. You can choose to:

      APPEND - add records to the Setup database file.

       BROWSE - provides a spreadsheet-like interface for editing and viewing
      data. In the browse mode, 20 or more records are displayed on a single
      screen. You can page through the file in much the same manner as paging
      through a book.

      While in the BROWSE Layout mode, you may want to see the entire
      contents of a single record. To do this, move the highlight to the record you
      wish to view and press the F2 function key to view the record in the Form
      Layout mode. Press the F2 key again to view the record in a Columnar
      Layout mode. Press the F2 a third time to return to the Browse Layout.
      There will be cases when you will want to remove a record from a setup
      database file and this is easily accomplished while in the BROWSE mode.
      To mark a record for deletion, move the highlight to the record you wish to

                                        46
      delete, and click the square under the Del column. An 'X' appears in the
      square indicating that the record is marked for deletion but is not yet
      removed from the file. If you should change your mind and decide that you
      do not want to delete a record marked for deletion, simply click the square a
      second time and the 'X' will be removed. Records are not physically
      removed from the file until you choose Pack from the menu.

       REPORT - to display on screen or print Setup database files. Examples of
      these reports are included with the detailed discussion for each of the setup
      data files.

      PACK - choose this item to remove records marked for deletion as
      described above under the BROWSE option.

MDMS is designed to alert you when a code is entered in a daily database that
does not exist in the corresponding setup database. Therefore, it is recommended
that each of the Setup databases be completed and printed before you attempt to
start data entry in the daily job file.

To return to the MDMS home page from the MDMS Setup Database screen, click
“Exit” and then “Return” from the pull down menu. Do not use the “X” in the
upper right-hand corner of the screen to exit.




                                        47
The Fuels Database

MDMS tracks fuel consumption and costs. In order to do this, you will need to
provide a list of fuels and their costs per gallon, quart, each, etc. Included in this
list should be service fluids, such as motor oil, anti freeze, etc. For each fuel type,
you will need to enter a code, description, unit of measure and the cost per unit.

Some users have stretched the definitions of fuels to include other items such as
air, oil, and fuel filters and this has worked well.

A sample FUEL CODES, DESCRIPTIONS & PRICES REPORT is on page 49.

The file structure of the FUELS.DBF setup file is as follows:

Field Name       Type              Width             Decimals          Index
CODE             Character         10                                  Ascend
DESC             Character         25                                  None
UNIT             Character         10                                  None
COST             Numeric           8                 3                 None

Obviously, you will want to update the cost per gallon on some fuels, such as
gasoline and diesel, fairly often. These adjustments are handled routinely by
MDMS.

Here is a good example of the need to be consistent. For example, do not report
fuel usage by gallon but have the price per quart entered in the FUELS database,
or vice versa.

None of the entries in this file should duplicate items contained in the Materials
file. This database is used for items consumed by equipment on a daily basis, not
items used on streets or roadways.

When you are ready to enter fuel codes etc. choose Fuel from the Set Up database
menu.




                                          48
49
The Road/Street Database

MDMS needs to know the codes and names of each road/street in your county or
city. The code can be any combination of digits and/or characters but cannot be
more than 10 characters in length. The road names can be any description of the
road from 1 to 25 characters in length.

MDMS Version 7.1 will track activities and costs by surface type and section
length if you wish. You can leave the type, type description and length fields
blank if you do not wish to use these items.

The file structure of the ROADS.DBF file is as follows:

Field Name      Type         Width     Decimals      Index
CODE            Character    10                      Ascend
NAME            Character    25                      None
TYPE            Character    10                      None
TYPE_DES        Character    25                      None
C
LENGTH          Numeric      7         3             None

Compiling the list of road or street numbers/names is often a journey into the
unknown for first time MDMS users. You may have to resolve problems
involving different roads with identical numbers, one road with multiple numbers,
and particularly one road with multiple names. However, developing this list is an
important, if not the most important, part of the development process and should
be given careful consideration. Too fine a breakdown of the roadway network
into small sections is discouraged because this greatly increases the work load
and complicates the daily reporting requirement for road crews.


When you are ready to enter Road or Street codes etc., choose Road from the Set
Up database menu. A sample ROAD/STREET CODE & NAMES REPORT is on
page 52.

You may wish to add non-roads to this list, as it is useful to include every location
where a crew might work as a "road." Examples of this are the fairgrounds and
courthouse. Simply add these "roads" to this database, making up some easy to
remember code, such as FAIR and COURT for these locations. Another example

                                           50
is if a County Highway Department contracts with Townships for roadway
maintenance. This is readily handled by assigning each Township a code and
description.

You may also wish to include a code and description for a county wide roadway
category that can be used to record activities that cannot readily be assigned to a
particular road. For example, most administrative costs cannot be assigned to a
single road. Other examples might be snow removal and sign inventories and sign
inspections. Snow removal and sign inventory crews routinely travel many miles
of highway in a single day making it difficult to detail the time spent on each
roadway segment. You might choose to charge these activities to the county wide
roadway category to reduce the workload.

When you select Append from the Roads Menu, a data entry screen appears. Enter
a code and a description for each county road, city street, township, small city,
park etc. as described above.

The first record must be entered using the append procedure. After at least one
record has been entered, additional records can be added or data can be edited in
the Browse mode if you wish.

When you are finished, double click the X in the upper right hand square of the
screen to return to the Setup menu.




                                        51
52
The Employee Database

You need to assemble a list of employees in the road department. If you wish to
track administrative costs, the list must also include hourly rates for administrative
personnel. The list must include the employee's full name along with his or her
I.D. code. In addition, the list must include the hourly wage and the hourly
overtime wage.

The W_BENEFIT and O_BENEFIT fields are optional. Include the regular time
hourly benefit and the overtime hourly benefit rates if you wish to include them as
operational costs. Leave these two fields blank if you do not wish to include these
costs.

A sample EMPLOYEE CODES, NAMES & WAGE RATE REPORT is on page
54. The file structure of the EMPLOYEE.DBF file is as follows:

Field Name      Type         Width     Decimals      Index
CODE            Character    10                      Ascend
NAME            Character    25                      None
WAGE            Numeric      5         2             None
OVERTIME        Numeric      5         2             None
W_BENEFI        Numeric      5         2             None
T
O_BENEFIT       Numeric      5         2             None

When you are ready to enter employee codes, descriptions, and hourly and
overtime rates, choose Emp. from the Setup database menu.

When you select Append from the Emp. Menu, a data entry screen appears. Enter
a code and the full name for each employee along with his or her hourly and
overtime rate.

Full names should be entered in LAST, FIRST, MIDDLE-INITIAL format
(example: Fox, Martin R.). For the employee code, use existing code names or
numbers provided they are no longer than 10 characters. Hourly and overtime
rates are shown to two decimal places.




                                           53
54
The Materials Database

MDMS needs to know the cost of every type of material your department might
use for road or street work. This is should NOT be a detailed inventory list, but
rather a list of road-related items and their costs, such as costs for blacktop, signs,
culverts, etc. For each item, you will need: 1) a code for that item; 2) a description
of the item; 3) a cost-per-unit; and 4) a description of the unit, i.e. FOOT, YARD,
GAL etc. For example, if bridge plank costs 2.34 per foot, the cost would be 2.34
and the unit would be FOOT or FT.

A sample MATERIAL CODES, DESCRIPTIONS & COST PER UNIT REPORT
is on page 56.

The file structure of the MATRLS.DBF file is as follows:

Field Name      Type          Width     Decimals      Index
CODE            Character     10                      Ascend
DESCRIP         Character     25                      None
UNIT            Character     6                       None
COSTPER         Numeric       11        3             None

Remember that this list should include all materials that might be used on a road
or street, i.e. materials that will be dedicated to a road or street permanently.
'MEN AT WORK' signs and other materials which are only temporarily stationed
on a road need not be included, but STOP signs and other permanent materials
should.

You will note that the COSTPER field is an eleven digit field with three decimals
places, to allow an entry as large as $9,999,999.999.

When you are ready to enter material codes, descriptions, units, and the cost per
unit, choose Matr. from the Setup database menu.

Select Append to add records to the Materials database. Enter a code and full
name (description) for each material. In addition, you will need to enter the unit of
measurement (foot, yard, ton, each, etc.) and the cost per unit for each item.




                                            55
56
The Equipment Database

MDMS needs to have a code, description, and hourly rental rate for every piece of
equipment used in road or street work. The description should include the
year/make/model of the vehicle.

Some pieces of equipment often are used for more than one purpose. When this is
the case, some managers have elected to include the same piece of equipment in
the setup database twice with different codes and different hourly or per mile rates.
However, this is not the recommended procedure because it then is not possible to
accurately report equipment use or operating costs.

The recommended procedure is to include the unit only once. If you wish to
charge a rate different from the default rate for a single or even a few records, you
can override the default rate in the daily job entry screen. If you will be charging a
different rate for the unit for an extended period of time, i.e. switching from
summer to winter operations, change the default rate in the setup database and
then change it back again for the spring, summer or fall operation.

The rental rate represents the cost of running that piece of equipment for one hour,
minus the operator's wage. It should include costs associated with fuel, repair,
service, and ownership (i.e. how much it cost, the expected salvage value,
insurance costs, etc.) This can be difficult to determine accurately at first.

After running MDMS for some time, you can use the Equipment Use report to
give you a more accurate rental rate. This report will provide a total cost for
operating the equipment over some period of time, along with the number of hours
it was operated. Dividing the total cost by the number of hours operated will
provide an estimate of the hourly cost for each piece of equipment.

For light vehicles, such as pickups, it generally makes more sense to charge their
cost by the mile instead of by the hour. Under Rental, enter their cost per mile and
be sure to enter miles, not hours, in the Daily Job database when those pieces of
equipment are reported as used.

Along with the rental rate, this database asks for 1) the purchase price of the
equipment, 2) the estimated salvage value, and 3) the estimated useful life of the
equipment, in years. You may not have all of this information, but don't be too
concerned. MDMS does not need this information, except to compute ownership


                                         57
costs in the Equipment Use report (the ownership cost is computed as purchase
price minus salvage value, and the result is divided by the estimated useful life).

Enter the estimated current value as the purchase price for existing equipment.
This too is often difficult to determine. Some county managers use the value
established for insurance purposes as the current value. You may leave the
purchase price, salvage value and estimated useful life fields blank if you choose
but be forewarned that if you do, ownership costs cannot be calculated for the
EQUIPMENT USE REPORT.

A sample EQUIPMENT CODES, DESCRIPTIONS & RATES REPORT is on
page 59.

The file structure of the RENTALS.DBF file is as follows:

Field Name      Type         Width     Decimals      Index
CODE            Character    10                      Ascend
DESCRIP         Character    25                      None
SERIAL_NO       Character    25                      None
RENTAL          Numeric      6         2             None
RENTBASE        Character    1                       None
PURCHASE        Numeric      7         0             None
SALVAGE         Numeric      7         0             None
LIFE_YR         Numeric      2         0             None

When you are ready to enter equipment codes etc. choose Equip. from the Set Up
database menu.

Select Append to add records to the Equipment database. Enter a code,
description, rental rate and rental base for each piece of equipment. Entries for
serial number, purchase price, salvage value, and years of remaining life are
optional.




                                           58
59
The Activity Database

You need to prepare a list of the activities you want to track. This varies
considerably from county to county and city to city and may be partially
influenced by budgeting procedures. The list does not need to be all inclusive
initially because additional activities can be added, as needed, at any time during
the year.

Remember, if you want to track administrative costs you will need to include a
code for this activity too. While not required, it is recommended because there
will be times when you will need to know these costs as they relate to a particular
project.

A sample ACTIVITY CODES, DESCRIPTIONS & BUDGET REPORT is on
page 61.

The file structure of the ACTS.DBF file is as follows:

Field Name      Type         Width     Decimals     Index
CODE            Character    10                     Ascend
DESC            Character    25                     None
BUDGETED        Numeric      10        2            None
SPENT           Numeric      10        2            None

Common activities are BLADING, MOWING, SIGNING, BRIDGE REPAIR,
CRACK SEALING, etc. The list should include; 1) an activity code, 2) a
description of the activity, 3) the amount budgeted for the activity, 4) the amount
spent the previous year for the activity.

We recommend using existing activity codes when available. If you need to
develop activity codes, we recommend that you select a code for each activity that
will be meaningful and easy to remember such as BLADE for blading, BR-
REPAIR for bridge repair, etc.

When you are ready to enter activity codes, descriptions, and the optional
budgeted dollar values, choose Acts from the Set Up database menu.

Select Append to add records to the activity database. Enter a code and
description for each activity. Entries for the amount budgeted and the dollars

                                           60
spent the previous year are optional. Budgeted dollars are meaningful only if you
budget by activity.




                                       61
The Project Database

You may want to prepare a list of special projects that you want to track. The
advantages of using projects to isolate costs and activities for a particular roadway
or street improvement or maintenance undertaking is discussed in detail in the
Daily Job Database section.

A sample PROJECT CODES AND DESCRIPTIONS REPORT is on page 63.
The file structure of the PROJECT.DBF file is as follows:

Field Name      Type         Width     Decimals     Index
CODE            Character    20                     Ascend
DESCRIPT        Character    40                     None

Common projects might include a new bridge or a bridge reconstruction. Others
might include a roadway surfacing improvement, snow removal following a
particular storm, FEMA sites, etc..

When you are ready to enter project codes and descriptions, choose Proj from the
Set Up database menu.

Select Append to add records to the project database. Enter a code and description
for each project.




                                         62
63
The Department Database

MDMS assumes that the roads department might occasionally be called upon to do
roadway and/or parking lot maintenance, or provide vehicle repairs and fuels for
other departments. This database simply lists those departments. For each one,
you will need: 1) a code (Example: FAIR) and 2) a description of the department
(Example: Fairgrounds).

A sample DEPARTMENT CODES & DESCRIPTION REPORT is on page 65.

The file structure of the DEPTS.DBF file is as follows:

Field Name     Type         Width     Decimals     Index
CODE           Character    10                     Ascend
DESC           Character    25                     None

Most of your work will be done for the ROAD or STREET department. You may
want to create an abbreviation for ROAD or STREET in this database to avoid
repeatedly entering the full word. You cannot use a blank code.

When you are ready to enter department codes and descriptions, choose Dept from
the Set Up database menu. Make sure you understand the distinction between a
department and a district before you proceed.

Select Append to add records to the department database. Enter a code and
description for each department.




                                        64
65
The District Database

You will need to enter each district for which you want to track costs, equipment
use, etc. The code for each district can be up to four characters in length. You
may use the district database in whatever way you choose, or you may very well
choose, as many counties do, not to use it at all.

A sample DISTRICT CODES & DESCRIPTION REPORT is on page 67.

The file structure of the DISTRICT.DBF file is as follows:


Field Name      Type         Width     Decimals    Index
CODE            Character    4                     Ascend
DESC            Character    25                    None
COMMENTS        Character    25                    None

When you are ready to enter district codes and descriptions, choose Dist. from the
Set Up database menu.

Select Append to add records to the district database. Enter a code and description
for each department. The comment field is an optional field and is included to
allow users to describe a district in greater detail if they choose.




                                        66
67
             SET EQUIPMENT MAINTENANCE CODES

In order to isolate the cost of garage related activities, MDMS needs to know the
code for each of the equipment repair and maintenance activities as entered in your
activity setup database. Begin the process by clicking the “Set Equipment Mtce.
Codes” pushbutton on the MDMS main menu and a screen like the one displayed
in Figure 36 appears.

MDMS provides for up to three types of equipment repair and maintenance
activities. If your department uses only one, fill the second and third cells with
“XXXXXXXXXX”. If you use two, fill the third cell with “XXXXXXXXXX”.




Figure 36: Set Equipment Maintenance Codes

 This is a one-time operation. Use it after you have completed the Activity Setup
 database entries. Repeat the process only if you change equipment repair codes.




                                         68
                      THE DAILY JOB DATABASE

Once you have created all of the Set Up databases, you will need to start making
entries into the Daily Jog Database to record work done, equipment used, etc. on a
daily or weekly basis. To do this, you will need to establish daily reporting
procedures which are compatible with the way you set up your MDMS system.
For example, employee's will need to report their work by providing the
appropriate code numbers for the road they worked on, the activity, the hours they
worked, etc. Some thought should be given to the design of the forms used for
this reporting. Making them as simple and convenient to use as possible will
result in better employee daily reports.

An item by item discussion of how daily information should be reported by
employees begins on page 73.

The Daily Job Database is the most important database in the entire system. It
records information pertaining to where each employee worked each day along
with the type of work, the equipment operated and the roadway materials used.
The file structure of the DAYJOB.DBF file is as follows:


Field Name          TYPE        Widt     Decimals     Index
                                h
DATE1               Date        8                     Ascend
EMPLOYEE            Character   10                    None
HOURS               Numeric     5        2            None
OVERTIME            Numeric     5        2            None
HR_RATE             Numeric     5        2            None
OT_RATE             Numeric     5        2            None
W_BENEFIT           Numeric     5        2            None
O_BENEFIT           Numeric     5        2            None
EQUIPT              Character   10                    None
EQ_RATE             Numeric     6        2            None
HRS_ODE             Numeric     9        2            None
HRS_MI              Numeric     6        2            None
BILL_HM             Numeric     6        2            None
BILL_RATE           Numeric     6        2            None
ROAD                Character   10                    None


                                        69
RD_TYPE      Character   10        None
RD_LENG      Numeric     7    3    None
ACTIVITY     Character   10        None
PROJECT      Character   20        None
PROJ_DES     Character   40        None
DISTRICT     Character   4         None
DEPT         Character   10        None
MAT1         Character   10        None
MAT_QUANT1   Numeric     7    2    None
MATCOST1     Numeric     11   3    None
MAT2         Character   10        None
MAT_QUANT2   Numeric     7    2    None
MATCOST2     Numeric     11   3    None
MAT3         Character   10        None
MAT_QUANT3   Numeric     7    2    None
MATCOST3     Numeric     11   3    None
MAT4         Character   10        None
MAT_QUANT4   Numeric     7    2    None
MATCOST4     Numeric     11   3    None
MAT5         Character   10        None
MAT_QUANT5   Numeric     7    2    None
MATCOST5     Numeric     11   3    None
FUEL1        Character   10        None
FUEL1_UC     Numeric     8    3    None
FUEL_AMT1    Numeric     5    1    None
FUEL1_COST   Numeric     12   2    None
FUEL2        Character   10        None
FUEL2_UC     Numeric     8    3    None
FUEL_AMT2    Numeric     5    1    None
FUEL2_COST   Numeric     12   2    None
FUEL3        Character   10        None
FUEL3_UC     Numeric     8    3    None
FUEL_AMT3    Numeric     5    1    None
FUEL3_COST   Numeric     12   2    None
WORK_ORDER   Character   10        None
WORK_DESC    Memo        10        None
PART_SHOP    Numeric     7    2    None


                              70
PART_PURC           Numeric      7        2            None
PART_CNTR           Numeric      7        2            None
LABOR_CNTR          Numeric      7        2            None
GEMPCOST            Numeric      8        4            None
EMPCOST             Numeric      8        4            None
EQPCOST             Numeric      7        2            None
MATRCOST            Numeric      12       3            None
TOTAL_PART          Numeric      8        2            None


When you are ready to enter the daily job time cards, click the "Daily Job, Fuels
and Garage Database" pushbutton on the MDMS home page. This leads to the
daily job database menu shown in Figure 37. A discussion of each pushbutton
selection follows.




Figure 37: The Daily Job Database Menu




                                        71
               APPEND - DAILY JOB DATABASE FILE

This append screen represents a significant change from the append screen for
version 7.0. Three pages are needed to enter the data for a single record. Note
that cells in gray boxes indicate fields that must be entered by the user. Cells in
boxes that are not gray are cells that MDMS fills automatically from data included
in setup databases or cells that contain the results of MDMS calculations.

Some pushbuttons are provided on all three pages. They are:

      Search: If you click this pushbutton, the DATE and the EMPLOYEE fields
      are superimposed on the screen, displayed in browse layout mode. Use the
      scrollbar to search for a particular record. When you find the one you wish
      to view or edit, click on that record and then click OK. The browse layout
      is closed and the record pointer is positioned at the chosen record.

      The “Search” procedure works well in combination with the “Find records”
      procedure detailed on page 82. For example, use ‘Find records” to move to
      the first record for a particular date and then use “Search” to locate the
      precise record you might wish to view or edit.

      Vcr Buttons: Visual dBase refers to the four buttons in the speed bar at the
      top middle of the screen as VCR Buttons. Beginning from left to right,
      clicking:
      > The first button positions the record pointer at the beginning of the file.
      > The second button moves the record pointer back 1 record.
      > The third button moves the record pointer forward 1 record.
      > The fourth button moves the record pointer to the end of the file.

      Save\Cont.: When you are finished entering data for a new record, click
      this pushbutton or press the ALT key in combination with the letter "S" if
      you wish to continue to the next record.

      Data from the previous record, page 1, are carried forward to the new record
      to avoid the need for repetitive data entries. Data from pages 2 and 3 are
      not carried forward.

      X Save\Exit: When you are finished entering data, click this pushbutton or
      press the ALT key in combination with the letter "E" to return to the Daily

                                        72
      Job Database Menu (Figure 37).

The tabs are self explanatory. Click the Employee tab to move to page1, the
Material tab to move to page 2, the Fuel\Garage tab to move to page 3.

Two methods are provided for entering coded values in the remaining cells. You
can enter codes at the keyboard or double right click the entry field and make a
selection from the displayed list.

Page 1, Figure 38:




Figure 38: The Daily Job Database Append Screen (Page 1)

Date: Dates must be entered at the keyboard.

Employee: The Employee Code, consistent with the codes recorded in the setup
database, Regular Hours, and Overtime Hours must be entered by the user.
MDMS finds the Hour Rate, Overtime Rate, Fringe Hour Rate and Fringe
Overtime Rates in the employee setup database and fills these fields for you. In


                                        73
addition, MDMS calculates the total employee cost for that record and fills the
Total Employee Cost field with the result.

Note that MDMS displays the employee full name in a field near the bottom of the
screen directly across from the heading “Name\Description of Coded Entries”.

Equipment: The Equipment Code, consistent with the codes recorded in the set
up database, and the Hours or Miles it was operated must be entered by the user.
MDMS finds the Hour/Mile Rate in the equipment setup database and fills this
field for you. In addition, MDMS calculates the total equipment cost for that
record and fills the Total Equipment Cost field with the result.

Note that MDMS displays the equipment full description in a field near the bottom
of the screen directly across from the heading “Name\Description Of Coded
Entries”.

Because a number of counties and cities charge varying rates for some of their
equipment, the ability to override the hourly or the per/mile rental rate for
equipment is provided. For example, some users charge one rate for their blades
during Spring, Summer and Fall seasons and another rate when used for snow
removal.

Still others charge a given rate for work on their street of highway system and
adjusted rates when working for hire on township roads or for private individuals.

The number of hours the equipment was used may or may not be the same as the
number of hours the employee worked. The Hr./Mi. Rate cell displays the default
rate recorded for the unit in the set up database. You may override this rate if you
wish but it is important to understand that if you do, the rate is changed only for
the current record; it does not change the value in the setup database .

When repair work is done on a machine, you should enter the equipment code of
the equipment repaired but you should leave the hour/mile field blank or enter a
zero. This will indicate that the equipment was serviced or repaired but it was not
used on a street or roadway.

Road/Street: The Road/Street Code, consistent with the codes recorded in the set
up database, must be entered by the user. MDMS finds the Surface Type and
Section Length in the Roads setup database and fills these fields for you.


                                         74
Leave this cell blank it the employee's time was not on a road or street. For
example, administrative personnel or a mechanics time is not usually related to a
particular road or street. Other examples might be an employee working on
building or yard maintenance, on vacation or sick leave etc.

Note that MDMS displays the Road or Street full description in a field near the
bottom of the screen directly across from the heading “Name\Description of
Coded Entries”.

Activity: The Activity Code, consistent with the codes recorded in the setup
database, must be entered by the user. All records must have an activity code.

Note that MDMS displays the Activity full description in a field near the bottom
of the screen directly across from the heading “Name\Description of Coded
Entries”.

Project: Project Code, consistent with the codes recorded in the set up database,
must be entered by the user. MDMS finds the Project Description in the Project
setup database and fills the Project Description field for you.

This is an optional item but one that can be used to great advantage for a wide
range of conditions. It can be used to isolate costs for a particular project. For
example, let us assume you have provided for an activity to track costs for bridge
repair but you would like to isolate the costs for a particular bridge repair. If you
assign a project number to this one job, the report generator will allow you to
produce a report for either this single bridge repair or all bridge repairs.

Another example where North Dakota Highway Managers have used project
numbers to an advantage is to track activities and costs for the Federal Emergency
Management Agency’s (FEMA) flood program. FEMA requires detailed
reporting for each damage site and by assigning each of these sites a unique
project number, MDMS can provide detailed reports for each location. Using
FEMA site ID numbers as project numbers is the recommended procedure.

District: District Code, consistent with the codes recorded in the setup database,
must be entered by the user. This is an optional data item.

Note that MDMS displays the District full description in a field near the bottom of
the screen directly across from the heading “Name\Description Of Coded Entries”.

                                          75
Department: Department Code, consistent with the codes recorded in the setup
database, must be entered by the user. This too is an optional data item.

Note that MDMS displays the Department full description in a field near the
bottom of the screen directly across from the heading “Name\Description Of
Coded Entries”.

Hours/Miles And Rates For Billing Purposes Only

Use these fields to record equipment time and rates that apply when working for
others. Examples of others are organized townships, small cities, private
individuals, etc. The data entered here may not be in agreement with the data in
your setup databases or the hours and rates entered above for this record. The
intent here is to track both the time and costs incurred by the county or city for
doing a particular work item and to record the data needed for billing purposes as
well. Often, these two costs differ.

Hours Or Miles: Enter the hours or miles you will be billing the customer for.
This may or may not be the same number entered for equipment Hours or Miles.

Equipment Rate: Enter the agreed upon rate for the equipment. This rate will
include the cost of the operator.




                                        76
Page 2, Figure 39:




Figure 39: The Daily Job Database Append Screen (Page 2)

The Date, Employee and Road\Street fields are repeated from page 1.

Materials #1, #2, #3, #4 & #5: Material Codes #1, #2, #3, #4, #5, consistent with
the codes recorded in the setup database, and the corresponding quantities must be
entered by the user. MDMS finds the Unit Cost in the materials setup database
and fills this field for you. In addition, MDMS calculates the total material cost
for that record and fills the Total Material Cost field with the result.

The Unit Cost cells display the default rates recorded in the Materials setup
database. You may override these rates if you wish but it is important to
understand that if you do, the rate is changed only for the current record and the
value in the Material setup database remains unchanged.

Note that MDMS displays the Material full description in a field near the bottom
of the screen directly across from the heading “Material Code Descriptions”.


                                         77
Material data entries are not restricted to the one item per record concept. Up to
five materials can be included on a single record. For example, if an employee
reports on his daily time record that he installed three signs, a sign post and a post
anchor at a single location, all five of these material items can be recorded on a
single record.

Leave Material fields #2, #3, #4 and #5 blank if only one material is reported.
Leave Material fields #3, #4 and #5 blank if only two materials are reported, etc..
Leave all five blank if no materials are reported.

Page 3, Figure 40:




Figure 40: The Daily Job Database Append Screen (Page 3)

Daily fuel usage along with equipment repairs and maintenance data are recorded
on page 3.

The Date, Employee and Equipment fields are repeated from page 1.



                                          78
Hour\Mile Reading: The hour meter or odometer reading is an optional
item but one that is highly recommended. If used, it must be entered by
the user.

Fuels #1, #2 & #3: Fuel codes #1, #2, #3, consistent with the codes
recorded in the setup databases, and the corresponding quantities must
be entered by the user. MDMS finds the unit cost in the fuels setup
database and fills this field for you. In addition, MDMS calculates the
total cost for each fuel type and fills the Fuel #? Cost field with the
result.

The Unit Cost cells display the default rates recorded in the fuels setup
database. You may override these rates if you wish but it is important to
understand that if you do, the rate is changed only for the current record -
the value in the setup database remains unchanged.

Note that MDMS displays the Fuel full description in a field near mid-
screen directly across from the heading “Fuel Code Description”.

Work Order #: This too is an optional item.

Parts - Shop: Enter the cost of parts from inventories on hand.

Parts - Invoice: Enter the cost of parts purchased for the repair.

Parts - Contractor: Enter the cost of parts installed at a commercial repair shop,
if applicable.

Contract Labor: Enter the cost of labor charged by a commercial repair shop, if
applicable.

Work Description Details, Etc.: This is a memo field with virtually unlimited
space for data entry. Here you may include as much detail as you wish. Some
users will enter only a brief description of the repair or service performed. Others
may choose to include greater detail such as an itemized list of parts complete with
the cost, part numbers, suppliers etc.

Total Parts Cost: MDMS calculates the total cost of all parts and fills this field.


                                         79
                 EDIT - DAILY JOB DATABASE FILE

Click here to edit existing records. Because edit screens are much the same as the
append screens, the details will not be repeated here. Although the layouts of all
three pages are identical, there are differences. Keep in mind that this procedure is
for editing purposes and as such the values in the setup databases may no longer
apply. For example, John Doe’s hourly wage listed in the setup database may
currently be $10.00 per hour. But, the record you are editing may be dated several
months earlier when he earned only $9.00 per hour. Therefore, the edit procedure
accesses the setup databases only for the purpose of verifying the correct
employee code. If you wish to revise the hour, overtime, and benefits rates it must
be done using the keyboard. The same applies when editing equipment rates,
material costs and fuel costs.




                                         80
                    BROWSE - DAILY JOB RECORDS

MDMS offers a variety of choices to display daily job records in the Browse
mode. Click the “Browse Options” pushbutton on the Daily Job Database Menu
(Figure 37) to select one of these options. They are:

      All Fields: displays all 60 fields in the file.

      Employee: displays only those fields needed to review employee entries.

      Equipment: displays only those fields needed to review equipment entries.

      Materials: displays only those fields needed to review roadway materials
      data entries.

      Projects: displays only those fields needed to review project data entries.

      Work For Others: displays only those fields needed to review work for
      others (townships, small cities, private etc.) data entries.

      Fuels: displays only those fields needed to review fuel data entries.

      Garage: displays only those fields needed to review garage data entries.

Click the Browse pushbutton when you want to browse the inventory file. Browse
provides a spreadsheet-like interface for editing and viewing data. In the Browse
mode, 20-25 records are displayed on a single screen. You can page through the
file in much the same manner as paging through a book. Use the up and down
arrows to move one record at a time. Use the PageUp and PageDown keys to
move a full screen at a time. Press the Tab key to move the cell highlight to the
field to the right. Press the Shift key in combination with the Tab key to move the
cell highlight to the left.

While in the Browse Layout mode, you may want to view the entire contents of a
particular record. To do this, move the highlight to the record you wish to view
and press the F2 function key to view the record in the Form Layout mode. Press
the F2 key again to view the record in a Columnar Layout mode. Pressing the F2
key a third time returns you to the Browse Layout mode.



                                           81
The methods described above work well but can be time consuming when working
with a large database. An alternative method of finding a particular record is
provided. In either the browse or edit mode, a number of icons are displayed in
the speed bar at the top of the screen. One of these icons depicts a flashlight
aimed at a database screen. If you move your mouse to this icon a speed tip is
displayed that reads “Find records”. When you click this icon, the Find Records
window appears superimposed on the browse or edit screen.




Figure 41: Find Records Window Superimposed On A Dailyjob Database Browse
Screen.

Figure 41 shows the Find Records window superimposed on the daily job database
browse screen. In this example, the search condition is for the value “10/12/1999”
in the Date1 field. The system searches the file for the first record that meets this


                                         82
condition. Click the find pushbutton again for the second record that meets the
condition and again for the third record that meets the condition etc.

The “Find records” procedure works well in combination with the “Search”
procedure detailed on page 82. For example, use ‘Find records” to move to the
first record for a particular date and then use “Search” to locate the precise record
you might wish to view or edit.

You can search for a value in any field by highlighting the appropriate field listed
under the “Located in Field:” heading.

If you enter a value in the “Find What” cell that does not exist, a program window
appears indicating that the value was not found.

Use the Browse Layout mode too when you want to remove a record from the file.
To mark a record for deletion, move the highlight to the record you wish to delete
and click the square under the Del column. An “X” appears in the square
indicating that the record is marked for deletion. It is important to understand that
at this point the record is only marked for deletion - it is not yet deleted. If you
should change your mind and decide not to delete a record marked for deletion,
simply click the square a second time and the “X” is removed. Records are not
physically removed from the file until you choose “Pack” from the daily job
database main menu.

     PACK (REMOVE RECORDS MARKED FOR DELETION

Click here to remove records marked for deletion as described above.




                                         83
  EQUIPMENT, LABOR, MATERIALS (5 OPTIONS) REPORT
               COMPONENT BUILDER

Six report component builder options can be accessed from the Daily Job Database
Menu. This one offers the widest range of report conditions. Here you select the
report criteria. After report criteria are set, you can choose from ten pre-designed
report layouts. Each of the ten reports can be printed or viewed on-screen.

When you click the “Equipment, Labor, Materials (5 Option) Report Component
Builder” pushbutton, the report component builder screen appears as shown in
Figure 42.




Figure 42: Equipment, Labor, Materials (5 Options) Report Component Builder
Screen

Beginning and ending dates must be entered at the keyboard. Two
methods are provided for entering coded values in the remaining cells.
You can enter codes at the keyboard or double right click the entry field


                                        84
and make a selection from the displayed list.

If a coded value does not exist in the corresponding setup database, a
message is displayed indicating that the code was not found.

File Selection DAYJOB.DBF is the name of the current years daily job
database file. If you want to generate a report for a previous year, you
must replace DAYJOB.DBF with the name of the previous years daily
job file.

Beg/End Dates: You must enter beginning and ending dates for your
report. All other entries are optional.

Employee Codes: You can limit the report to include data for one, two,
three, four or five employees, or you can include all employees. To limit
the report to a single employee, enter the code for that employee in the
first cell and leave the remaining cells blank. If you want a report that
includes data for two employees, enter employee codes in the first two
cells, etc. If you want the report to include all employees, leave all five
cells blank.

Note that as each employee code is entered, MDMS displays the
Employee’s full name in the cell located between the “Assemble Report
Data” pushbutton and the “Browse Report Data” pushbutton.

Equipment Codes: You can limit the report to include data for one,
two, three, four or five pieces of equipment, or you can include all
equipment. To limit the report to a single piece of equipment, enter the
code for that unit in the first cell and leave the remaining cells blank. If
you want a report that includes data for two units, enter equipment codes
in the first two cells, etc. If you want the report to include all equipment,
leave all five cells blank.

Note that as each equipment code is entered, MDMS displays the full
description of that unit in the cell located between the “Assemble Report
Data” pushbutton and the “Browse Report Data” pushbutton.


Road/Street Codes: You can limit the report to include data for one,

                                          85
two, three, four or five roads or streets or you can include all roads or
streets. To limit the report to a single road or street, enter the code for
that road or street in the first cell and leave the remaining cells blank. If
you want a report that includes data for two roads or streets, enter codes
in the first two cells, etc.. If you want the report to include all roads or
streets, leave all five cells blank.

Note that as each road or street code is entered, MDMS displays the full
description of that road or street in the cell located between the
“Assemble Report Data” pushbutton and the “Browse Report Data”
pushbutton.

Surface Type Code: You can limit the report to include data for one,
two, three, four or five surface types or you can include all surface types.
To limit the report to a single surface type, enter the code for that surface
type in the first cell and leave the remaining cells blank. If you want a
report that includes data for two surface types, enter surface type codes
in the first two cells, etc. If you want the report to include all surface
types, leave all five cells blank.

Note that as each surface type code is entered, MDMS displays the full
description of that surface type in the cell located between the “Assemble
Report Data” pushbutton and the “Browse Report Data” pushbutton.

Activity Codes: You can limit the report to include data for one, two,
three, four or five activities or you can include all activities. To limit the
report to a single activity, enter the code for that activity in the first cell
and leave the remaining cells blank. If you want a report that includes
data for two activities, enter activity codes in the first two cells, etc.. If
you want the report to include all activities, leave all five cells blank.

Note that as each activity code is entered, MDMS displays the full
description of that activity in the cell located between the “Assemble
Report Data” pushbutton and the “Browse Report Data” pushbutton.

Material Codes: You can limit the report to include data for one, two,
three, four or five roadway materials or you can include all materials. To
limit the report to a single material, enter the code for that material in the
first cell and leave the remaining cells blank. If you want a report that

                                           86
includes data for two materials, enter material codes in the first two cells,
etc. If you want the report to include all materials, leave all five cells
blank.

Note that as each material code is entered, MDMS displays the full
description of that material in the cell located between the “Assemble
Report Data” pushbutton and the “Browse Report Data” pushbutton.

Dept. Code: You can limit the report to a single department, or you can
include all departments. To limit the report to a single department, enter
the code for that department. If you want the report to include all
departments, leave the cell blank.

Note that as the department code is entered, MDMS displays the full
name of that department in the cell located between the “Assemble
Report Data” pushbutton and the “Browse Report Data” pushbutton.

District Code: You can limit the report to a single district, or you can
include all districts. To limit the report to a single district, enter the
code for that district. If you want the report to include all districts, leave
the cell blank.

Note that as the district code is entered, MDMS displays the full name of
that district in the cell located between the “Assemble Report Data”
pushbutton and the “Browse Report Data” pushbutton.

Project Code: You can limit the report to a single project, or you can
include all projects. To limit the report to a single project, enter the
code for that project. If you want the report to include all projects, leave
the cell blank.

Note that as the project code is entered, MDMS displays the full name of
that project in the cell located between the “Assemble Report Data”
pushbutton and the “Browse Report Data” pushbutton.

Assemble The Data Click this pushbutton after you have entered all of
the conditions described above and MDMS creates a temporary file of
data that meets these criteria.



                                          87
Note that the cell located between the “Assemble Report Data”
pushbutton and the “Browse Report Data” pushbutton now serves as a
mini message center. It reads: This may take a few seconds at the
beginning of the process and Assembly of data completed at the end.

Some examples of how the process works are detailed below.

   1. Begin date is 05/01/96, the ending date is 05/30/96 and all
   remaining cells are blank. The temporary file includes all records for
   the Month of May, 1996.

   2. Begin date is 05/01/96, the ending date is 05/30/96, the employee
   code is DOE and all remaining cells are blank. The temporary file
   includes only John Doe’s records for the Month of May, 1996.

   3. Begin date is 05/01/96, the ending date is 05/30/96, the employee
   codes are DOE and SMITH and all remaining cells are blank. The
   temporary file includes only John Doe’s and Jack Smith’s records for
   the Month of May, 1996.

   4. Begin date is 05/01/96, the ending date is 05/30/96, the employee
   codes are DOE and SMITH, the equipment code is 015, and all
   remaining cells are blank. The temporary file include all records for
   the Month of May, 1996 when either John Doe or Jack Smith
   operated unit 015.

   Allow a few seconds for MDMS to complete the process of
   assembling the data. The time required varies with the speed of you
   computer and the size of the DAYJOB.DBF file.

Browse The Selection: Click here to view records that meet the
conditions.

Report Menu (Page #2): Click this pushbutton when you are ready to generate
reports and the Report Menu appears - see Figure 43. You can choose from ten
pre-designed report layouts and each can be viewed on-screen or sent to the printer
for a hard copy report.




                                        88
Note that each pushbutton includes a number in parenthesis. These numbers
correspond with report ID numbers displayed on the sample reports found in the
appendix. For example, the “(1)” indicates that a title page will be displayed on
screen. The “(2)” indicates the Equipment and Labor Full Report will be
displayed etc.

All reports are displayed on screen. For a printed report, click the printer
icon on the toolbar while the report remains displayed.

The options here are:

The Title Page (1). See report #1 in the appendix to view a sample of this report.
It is a listing the search conditions.

Equipment And Labor Full Report (2) See report #2 in the appendix to view a
sample of this report.

Equipment And Labor Full Report With Road And Activity Subtotals (2.1).
This is the #2 report with subtotals by road and activity. See report #2.1 in the
appendix to view a sample of this report.

Equipment And Labor, Road And Activity Subtotals Only (2.2)
This is the #2.1 report but includes only subtotals by road and activity. See report
#2.2 in the appendix to view a sample of this report.

Equipment And Labor Full Report With Project And Activity Subtotals (2.3).
This is the #2 report with subtotals by project and activity. See report #2.3 in the
appendix to view a sample of this report.

Equipment And Labor, Project And Activity Subtotals Only (2.4).
This is the #2.3 report but includes only subtotals by project and activity. See
report #2.4 in the appendix to view a sample of this report.

Equipment and Labor Summary Report (3) See report #3 in the appendix to
view a sample of this report.

Route and Activity Summary Report (4) See report #4 in the appendix to view
a sample of this report.


                                         89
Figure 43: Five Option Report Menu

Materials Full Report (5) See report #5 in the appendix to view a sample of this
report.

Materials Summary Report (6) See report #6 in the appendix to view a sample
of this report.

Home (Page #1) Click here to return to the Equipment, Labor, Materials (5
Options) Report Component Builder screen.




                                       90
   EQUIPMENT, LABOR, MATERIALS (1 OPTION) REPORT
               COMPONENT BUILDER

Six report component builder options can be accessed from the Daily Job Database
Menu. This procedure and the 5 option procedure are identical with the obvious
exception that here the search condition is limited to a single employee, road,
activity etc. Here you select the report criteria. After report criteria are set, you
can choose from nine pre-designed report layouts. Each of the nine reports can be
printed or viewed on-screen.

When you click the “Equipment, Labor, Materials (1 Option) Report Component
Builder” pushbutton, the report component builder screen appears as shown in
Figure 44.




Figure 44: Equipment, Labor, Materials (1 Option) Report Component Builder
Screen

Beginning and ending dates must be entered at the keyboard. Two methods are
provided for entering coded values in the remaining cells. You can enter codes at

                                         91
the keyboard or double right click the entry field and make a selection from the
displayed list.

If a coded value does not exist in the corresponding setup database, a
message is displayed indicating that the code was not found.

File Selection DAYJOB.DBF is the name of the current years daily job
database file. If you want to generate a report for a previous year, you
must replace DAYJOB.DBF with the name of the previous years daily
job file.

Beg/End Dates: You must enter beginning and ending dates for your
report but all other entries are optional.

Employee Code: You can limit the report to include data for a single
employee or you can include all employees. To limit the report to a
single employee, enter the code for that employee. If you want the report
to include all employees, leave the cell blank.

Note that if an employee code is entered, MDMS displays the
Employee’s full name in the “Name\Description Of Coded Entries” cell.

Equipment Code: You can limit the report to include data for a single
piece of equipment or you can include all equipment. To limit the report
to a single piece of equipment, enter the code for that equipment. If you
want the report to include all pieces of equipment, leave the cell blank.

Note that if an equipment code is entered, MDMS displays that unit’s
full description in the “Name\Description Of Coded Entries” cell.

Road/Street Code: You can limit the report to include data for a single
road/street or you can include all roads/streets. To limit the report to a
single route, enter the code for that route. If you want the report to
include all routes, leave the cell blank.

Note that if a Road/Street code is entered, MDMS displays the full name
of the route in the “Name\Description Of Coded Entries” cell.

Surface Type Code: You can limit the report to include data for a

                                         92
single surface type or you can include all surface types. To limit the
report to a single surface type, enter the code for that surface type. If you
want the report to include all surface types, leave the cell blank.

Note that if a surface type code is entered, MDMS displays the full
description of that surface type in the “Name\Description Of Coded
Entries” cell.

Activity Code: You can limit the report to include data for a single
activity or you can include all activities. To limit the report to a single
activity, enter the code for that activity. If you want the report to include
all activities, leave the cell blank.

Note that if an activity code is entered, MDMS displays the full
description of that activity in the “Name\Description Of Coded Entries”
cell.

Material Code: You can limit the report to include data for a single
material or you can include all materials. To limit the report to a single
material, enter the code for that material. If you want the report to
include all materials, leave the cell blank.

Note that if a material code is entered, MDMS displays the full
description of that material in the “Name\Description Of Coded Entries”
cell.

Dept. Code: You can limit the report to a single department, or you can
include all departments. To limit the report to a single department, enter
the code for that department. If you want the report to include all
departments, leave the cell blank.

Note that if a department code is entered, MDMS displays the full
description of that department in the “Name\Description Of Coded
Entries” cell.

District Code: You can limit the report to a single district, or you can
include all districts. To limit the report to a single district, enter the
code for that district. If you want the report to include all districts, leave
the cell blank.

                                          93
Note that if a district code is entered, MDMS displays the full
description of that district in the “Name\Description Of Coded Entries”
cell.

Project Code: You can limit the report to a single project, or you can
include all projects. To limit the report to a single project, enter the
code for that project. If you want the report to include all projects, leave
the cell blank.

Note that if a project code is entered, MDMS displays the full
description of that project in the “Name\Description Of Coded Entries”
cell.

Assemble The Data Click this pushbutton after you have entered all of
the conditions described above and MDMS creates a temporary file of
data that meets these criteria.

Note that the cell located between the “Assemble Report Data”
pushbutton and the “Browse Report Data” pushbutton now serves as a
mini message center. It reads: This may take a few seconds at the
beginning of the process and Assembly of data completed at the end.

Some examples of how the process works are detailed below.

   1. Begin date is 05/01/96, the ending date is 05/30/96 and all
   remaining cells are blank. The temporary file includes all records for
   the Month of May, 1996.

   2. Begin date is 05/01/96, the ending date is 05/30/96, the employee
   code is DOE and all remaining cells are blank. The temporary file
   includes only John Doe’s records for the Month of May, 1996.

   3. Begin date is 05/01/96, the ending date is 05/30/96, the employee
   code is DOE, the equipment code is 015, and all remaining cells are
   blank. The temporary file includes all records for the Month of May,
   1996 but only when John Doe operated unit 015.

   Allow a few seconds for MDMS to complete the process of
   assembling the data. The time required varies with the speed of your

                                         94
   computer and the size of the DAYJOB.DBF file.

Browse The Selection: Click here to view records that meet the
conditions.

 Report Menu (Page #2): Click this pushbutton when you are ready to generate
reports and the Report Menu appears - see Figure 45. You can choose from ten
pre-designed report layouts and each can be viewed on-screen or sent to the printer
for a hard copy report.

Note that each pushbutton includes a number in parenthesis. These numbers
correspond with report ID numbers displayed on the sample reports found in the
appendix. For example, the “(1)” indicates that a title page will be displayed on
screen. The “(2)” indicates the Equipment and Labor Full Report will be
displayed etc.

All reports are displayed on screen. For a printed report, click the printer
icon on the toolbar while the report remains displayed.

The options here are:

The Title Page (1). See report #1 in the appendix to view a sample of this report.
It is a listing the search conditions.

Equipment And Labor Full Report (2) See report #2 in the appendix to view a
sample of this report.

Equipment And Labor Full Report With Road And Activity Subtotals (2.1).
This is the #2 report with subtotals by road and activity. See report #2.1 in the
appendix to view a sample of this report.

Equipment And Labor, Road And Activity Subtotals Only (2.2)
This is the #2.1 report but includes only subtotals by road and activity. See report
#2.2 in the appendix to view a sample of this report.

Equipment And Labor Full Report With Project And Activity Subtotals (2.3).
This is the #2 report with subtotals by project and activity. See report #2.3 in the
appendix to view a sample of this report.



                                         95
Equipment And Labor, Project And Activity Subtotals Only (2.4).
This is the #2.3 report but includes only subtotals by project and activity. See
report #2.4 in the appendix to view a sample of this report.

Equipment and Labor Summary Report (3) See report #3 in the appendix to
view a sample of this report.

Route and Activity Summary Report (4) See report #4 in the appendix to view
a
sample of this report.




Figure 45: One Option Report Menu

Materials Full Report (5) See report #5 in the appendix to view a sample of this
report.

Materials Summary Report (6) See report #6 in the appendix to view a sample
of this report.




                                         96
Home (Page #1) Click this pushbutton to return to the Equipment, Labor,
Materials (1 Option) Report Component Builder screen.




                                      97
    SINGLE ROAD AND BILLING REPORT COMPONENT BUILDER

Use this option when you want a report that includes all records for a single
road/street and time period. It is included at the request of county road department
managers who do work for township governments and want to generate reports
that can be included with monthly or quarterly billings. When you click this
pushbutton, the report component builder is displayed as shown in Figure 46.

All work done for others must be treated as either a Road or Street .
For example, if a county road department does work for Podunk County and plans
to bill them for the work, a code identifying Podunk County as a road must be
established and entered as a road in the roads setup database.




Figure 46: Equipment & Labor (Single Road or Street) Report Component Builder
Screen

Here you must enter beginning and ending dates for the report. A Road/Street


                                        98
code is also required.

Beginning and ending dates must be entered at the keyboard. You can enter the
Road/Street Code at the keyboard or double right click the entry field and make a
selection from the displayed list.

File Selection DAYJOB.DBF is the name of the current years daily job
database file. If you want to generate a report for a previous year, you
must replace DAYJOB.DBF with the name of the previous years daily
job file.

Beg/End Dates: You must enter beginning and ending dates for your
report.

Road/Street Codes: You must enter a road or street code. Note that
MDMS displays the route full name in an adjoining cell.

If a coded value does not exist in the Roads setup database, a message is
displayed indicating that the code was not found.

Assemble The Data Click this pushbutton after you have entered the
conditions described above and MDMS creates a temporary file of data
that meets these criteria.

Note that the cell located between the “Assemble The Data” pushbutton
and the “Browse The Records” pushbutton now serves as a mini message
center. It reads This may take a few seconds at the beginning of the
process and Assembly of data completed at the end.

Browse The Selection: Click here to view records that meet the
conditions.

It is important to note the differences in reports #7, #8 and #9. All
three reports detail work done for others such as townships, small
cities, etc. However, report #7 reflects the hours and rates to be billed
to the customer. Reports #8 and #9 reflect the cost incurred by the
county or city of doing the work. In some cases, they may differ
significantly.



                                         99
A Billing Report (7): See report #7 in the appendix to view a sample
report.

Detailed Report (8): See report #8 in the appendix to view a sample
report.

Summary Report (9): See report #9 in the appendix to view a sample
report.

Close: Click here to return to the Daily Job Database Menu.




                                      100
  EMPLOYEE SUMMARY REPORT COMPONENT BUILDER

Use this option when you want a report listing all records for each
employee for a given time period. It is routinely run at the end of each
pay period to determine that all time cards have been entered and that
each record is correct. When you click this pushbutton, the employee
summary report component builder screen is displayed as shown in
Figure 47.




Figure 47: Employee Summary Report Component Builder

Beginning and ending dates are required and must be entered at the
keyboard. Two methods are provided for entering coded values in the
Employee Code cell. You can enter codes at the keyboard or double
right click the entry field and make a selection from the displayed list.

File Selection DAYJOB.DBF is the name of the current years daily job


                                         101
database file. If you want to generate a report for a previous year, you
must replace DAYJOB.DBF with the name of the previous year’s daily
job file name.

Beg/End Dates: You must enter beginning and ending dates for your
report.

Employee Code: Enter an Employee code to limit the report to a single
employee. Leave this cell blank to include all employees. Note that if a
code is entered, MDMS displays the Employee’s full name in an
adjoining cell.

If a coded value does not exist in the employee setup database, a
message is displayed indicating that the code was not found.

Assemble The Data Click this pushbutton after you have entered the
conditions described above and MDMS creates a temporary file of data
that meets these criteria.

Note that the cell located between the “Assemble The Data” pushbutton
and the “Browse The Records” pushbutton now serves as a mini message
center. It reads This may take a few seconds at the beginning of the
process and Assembly of data completed at the end.

Browse The Selection: Click here to view records that meet these
conditions.

Detailed Report (10): The report can be printed or viewed on screen.
See report #10 in the appendix to view a sample report.

Summary Report (11): The report can be printed or viewed on screen.
See report #11 in the appendix to view a sample report.

Close: Click here to return to the Daily Job Database Menu.




                                        102
EQUIPMENT USE, FUEL, REPAIRS REPORT COMPONENT
BUILDER

Use this option when you want a single report listing equipment use,
fuels used and equipment maintenance and repairs for a given time
period in. When you click this pushbutton, the equipment use report
component builder screen is displayed as shown in Figure 48.




Figure 48: Equipment Use, Fuel, Repairs Report Component Builder

Beginning and ending dates are required and must be entered at the keyboard.


                                       103
Two methods are provided for entering coded values in the Equipment Code cell.
You can enter codes at the keyboard or double right click the entry field and make
a selection from the displayed list.

File Selection DAYJOB.DBF is the name of the current years daily job
database file. If you want to generate a report for a previous year, you
must replace DAYJOB.DBF with the name of the previous years daily
job file.

Beg/End Dates: You must enter beginning and ending dates for your
report.

Equipment Code: Enter an Equipment code to limit the report to a
single piece of equipment. Leave this cell blank to include all
equipment. Note that if a code is entered, MDMS displays the unit’s full
description in an adjoining cell.

If a coded value does not exist in the equipment setup database, a
message is displayed indicating that the code was not found.

Assemble The Data Click this pushbutton after you have entered the
conditions described above and MDMS creates a temporary file of data
that meets these criteria.

Note that the cell located between the “Assemble The Data” pushbutton
and the “Browse The Records” pushbutton now serves as a mini message
center. It reads This may take a few seconds at the beginning of the
process and Assembly of data completed at the end.

Browse The Selection: Click here to view records that meet the
conditions.

Equipment Hours\Miles Used, Fuel Used And Equipment
Mtce.\Repairs In A Single Report (12): The report can be printed or
viewed on screen.
See report #12 in the appendix to view a sample report.

A word of caution! Because report #12 includes a great number of data
items, there is room for only two records per page. Therefore, a report

                                        104
that includes a long period of time could be a very lengthy.

Equipment Hours\Miles Used And Equipment Mtce.\Repairs In A
Single Report (13): The report can be printed or viewed on screen.
See report #13 in the appendix to view a sample report.

Equipment Hours\Miles Used And Fuels used In A Single Report
(14): The report can be printed or viewed on screen. See report #14 in
the appendix to view a sample report.

Equipment Mtce.\Repairs Only (13.1): The report can be printed or
viewed on screen. See report #13.1 in the appendix to view a sample
report.

Fuel Used Only (14.1): The report can be printed or viewed on screen.
See report #14 in the appendix to view a sample report.

Garage Summary (15): The report can be printed or viewed on screen.
See report #15 in the appendix to view a sample report.

Close: Click here to return to the Daily Job Database Menu.




                                        105
          DAILY FUEL REPORT COMPONENT BUILDER

Use this option when you want a report listing fuels used by equipment and
department for a given time period in. When you click this pushbutton, the daily
fuels report component builder screen is displayed as shown in Figure 49.




Figure 49: Daily Fuel Report Component Builder

Beginning and ending dates are required and must be entered at the keyboard.
Two methods are provided for entering coded values in the Fuel, Equipment and
Dept. code cells. You can enter codes at the keyboard or double right click the
entry field and make a selection from the displayed list.

If a coded value does not exist in the corresponding setup database, a
message is displayed indicating that the code was not found.


                                        106
File Selection DAYJOB.DBF is the name of the current years daily job
database file. If you want to generate a report for a previous year, you
must replace DAYJOB.DBF with the name of the previous years daily
job file.

Beg/End Dates: You must enter beginning and ending dates for your
report.

Fuel Code: Enter a Fuel code to limit the report to a single fuel type.
Leave this cell blank to include all fuels.

Equipment Code: Enter an Equipment code to limit the report to a
single piece of equipment. Leave this cell blank to include all
equipment.

Dept. Code: Enter a Department code to limit the report to a single
department. Leave this cell blank to include all departments.

Assemble The Data Click this pushbutton after you have entered the
conditions described above and MDMS creates a temporary file of data
that meets these criteria.

Note that the cell located between the “Assemble the Data” pushbutton
and the “Browse The Records” pushbutton now serves as a mini message
center. It reads This may take a few seconds at the beginning of the
process and Assembly of data completed at the end.

Browse The Selection: Click here to view records that meet the
conditions.

Detailed Report (16): The report can be printed or viewed on screen.
See report #16 in the appendix to view a sample report.

Summary Report (17): The report can be printed or viewed on screen.
See report #17 in the appendix to view a sample report.

Close: Click here to return to the Daily Job Database Menu.




                                        107
                ACTIVITY BUDGET REPORT

The activity/budget report details the cost of labor, equipment, and
materials by activity for a given time period. When you click this
pushbutton found on the MDMS main menu (see Figure 29), the activity
budget report component builder screen is displayed as shown in Figure
50.




Figure 50: Activity Budget Report Component Builder

BEG/END DATES: Enter beginning and ending dates for the time
period.

ASSEMBLE THE DATA: Click this pushbutton after you have
entered the dates and MDMS creates a temporary file that meets these
criteria.

                                      108
Note that the cell located between the “Assemble The Data” pushbutton
and the “Browse The Records” pushbutton now serves as a mini message
center. It reads This may take a few minutes at the beginning of the
process and Assembly of data completed at the end.

Browse The Selection: Click here to view records that meet the conditions.

Detailed Report (18): The report can be printed or viewed on screen. See report
#18 in the appendix to view a sample report.

Close: Click here to return to the MDMS home page.




                                      109
                   EQUIPMENT USE REPORT

The equipment use report details the cost of repairs, fuels, depreciation,
and total cost of ownership for each piece of equipment for a given time
period. It also shows the total hours or miles operated along with the
total amount earned for each unit during that same time period. When
you click this pushbutton found on the MDMS main menu (see
Figure29), the equipment use report component builder screen is
displayed as shown in figure 51.




Figure 51: Equipment Use Report Component Builder

BEG/END DATES: Enter beginning and ending dates for the time
period.

ASSEMBLE THE DATA: Click this pushbutton after you have
entered the dates and MDMS creates a temporary file that meets these


                                        110
criteria.

Note that the cell located between the “Assemble The Data” pushbutton
and the “Browse The Records” pushbutton now serves as a mini message
center. It reads This may take a few minutes at the beginning of the
process and Assembly of data completed at the end.

Browse The Selection: Click here to view records that meet the conditions.

Detailed Report (19): The report can be printed or viewed on screen. See report
#19 in the appendix to view a sample report.

Close: Click here to return to the MDMS home page.




                                      111
                USE PREVIOUS YEARS DATA

You can edit or view a previous year’s data at any time. When you click this
pushbutton found on the MDMS main menu (see Figure 29), a screen that allows
you to access a previous years data is displayed as shown in Figure 52.




Figure 52: Access Previous Years Database File

NAME OF PREVIOUS YEARS FILE - Enter the name of the previous
years file you wish to use.

BROWSE - Click here to browse the file. The browse mode is
described in detail on pages 81 through 82. Remember, you can toggle
between the browse and edit modes by pressing the F2 key. If you need
to add a record, simply move to the bottom of the file and add the record
or records.

Pack - Click here to remove records, if any, marked for deletion while in
the browse mode. Marking records for deletion is described on page 48.

Close - Click here to return to the MDMS home page.

                                       112
               TRANSFER LAST YEARS DATA

At some point, it will become necessary to extract data from the current daily job
database and store these data under a new file name. When you do this is a user
option. MDMS does not dictate when you should do this operation but eventually,
the daily job database will become so large it will be difficult to manage.

You can still view, edit and generate reports from data after it is transferred
from the current daily job database.

When you click this pushbutton, found on the MDMS main menu (see Figure 29),
a screen that allows you to perform this operation is displayed as shown in Figure
53.




Figure 53: Transfer Last Years Data

There are advantages to maintaining at least two years data in the current file. For
example, if the calendar year is your fiscal year, a single snow removal season
overlaps two fiscal years. If you should want to generate reports for a single


                                        113
winter season, you would then need two years data in your current file. If your
data is stored in two files, you would need to create two reports.

You must enter a name for the file that will store the extracted date. The file name
cannot contain blank spaces and it cannot be longer than 8 characters with a 3
character extension. The 3 character extension must be .DBF. For example, to
store your 1999 data in a separate file, you might name that file
“DAYJOB99.DBF” or “DJ99.DBF”.

You also must enter beginning and ending dates for the time frame.

Note the reminder to backup MDMS before you begin the transfer.

After you have entered a file name and dates, click the “O.K. Transfer Data”
pushbutton.

Click the “Close” pushbutton to return to the MDMS home page.




                                        114
                       BACKUP – RESTORE

Backup and restore is an added procedure with this second edition of
MDMS version 7.1. Users should understand that it has some
limitations.

For example, it works only with computers equipped with a rewritable
disk drive or a flash drive. THE REWRITABLE DISK MUST BE A
FORMATTED DISK.

The process backs up only the MDMS data files. It does not backup
program files.




Figure 54: Backup and Restore Procedure

To use the procedure, follow steps 1 through 5. The process for both
backup and restore are identical.



                                       115
             APPENDIX
Note: Sample reports are not included with this
document. To obtain copies of the sample
reports, contact:

  Russ McDaniel
  Computer Services Manager
  515 ½ Broadway, Suite 101
  Bismarck, ND 58501

  Phone: 701-328-9858
  e-mail – russell.mcdaniel@ndsu.edu




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