The MaC Database

The MaC Database Screenshots may vary from the newest version Table of Contents Installation....................................................................................................................................... 3 Quick Start ...................................................................................................................................... 7 Population of the data ..................................................................................................................... 8 Daily Usage ................................................................................................................................... 11 Monthly Contact ........................................................................................................................... 14 Reports .......................................................................................................................................... 16 Miscellanea ................................................................................................................................... 17 Credits ........................................................................................................................................... 18 2 Installation 1. Create a “New Folder” on the shared drive that you will be putting MaC into. 2. Double Click the attachment you received in email or the file you downloaded. 3. Click the “Extract” Button 3 4. Browse out to the folder that you created in step #1 and click the “Extract” button. 5. Once all the files are extracted, close WinZip and browse out to the MaC directory you created in step #1. 4 6. Open MaC. 7. Click “Open” at the security warning, “Yes” to the Privacy Statement and “Yes” in the Database not found pop up. 8. Congratulations, MaC is now ready to use. Close the database and reopen it to start the “Quick Start” procedures. 5 Additional Set Up Steps that can be performed later: 1. Have your IT department ENSURE that everyone that will be using MaC has at least “Modify” access to the folder, all subfolders and files on the shared drive. 2. Users of MaC should create a SHORTCUT to MaC on their desktop. Notes: The above process should only have to be done ONCE. However, if you MOVE the database, Steps 7-9 will automatically need to be done again. 6 Quick Start 1. After updating the database and re-opening MaC, you will be presented with the “New Installation” screen or additional items that should be entered. Enter all the information requested. (This information can be edited later via the Options menu) 2. Start using MaC! (Refer to the Microsoft Word file in the Documentation folder in your MaC directory.) 7 Population of the data There are a number of ways to populate the database if you are “Access Savvy”, however only manual input (the recommended method) is discussed in this document. 1. Open the Mobilization Menu 2. Click the Add New Member or Import button and enter a Reserve’s information. a. If you choose Import, you will be asked to browse out to the Contact Information Sheet that you would like to import using a standard Windows Browse Box. 8 3. At this point you have the option to “Save and Exit…” or “Exit without Saving” - Save and Exit – Saves the record and takes you back to the main menu. - Exit Without Saving – Discards the record and takes you back to the main menu. 4. Repeat the process for all of the member’s in various states of mobilization. 5. When all member data is entered, edit each record by selecting a member from the drop down and pressing, coincidentally enough, Edit/Update Existing Member. 6. Enter the member’s Emergency Contact Info then add a new mobilization event by pressing the Add New Mobilization Event Data button (bottom left). a. You can add an electronic copy of the orders on this pane by copying and pasting from NMCMPS into the Orders block (note: orders can get very long and you may get an error saying such. In this case, just copy and paste the applicable sections into the field.). b. The calendar icons open a calendar to assist in date entry. c. Current Status, Status Date and the Timeline (NRA, NMPS, ULDDUSTA, DEMOB Dates) – These are extremely important blocks on this form. They key the database in the function of several events. Pre-mob – This is the status that all members R## or RC1 are listed. Anyone that you know has been tagged or contacted but not yet sent to NMPS. Mobilized – All personnel that have been processed through the NOSC to NMPS and not yet redeployed back to the NOSC. Status date and NMPS Date should reflect the date member was sent to NMPS. 9 Leave – This is for members received at the NOSC for de-mob that are on terminal leave (IMS: RD1). Enter the end date of the members leave so that MaC can remind you to change the members IMS code to RD2 in NSIPS and to “Demob” or “Close” the event in MaC. De-mob – For members that have completed the De-mob process at the NOSC AND require a PDHRA. The Status Date and Demob Date should reflect the separation date from the members DD-214. Canceled – Used for when a member was tagged for mobilization, but could not/did not go. Select a Reason for Cancellation in the dropdown box that appears. Closed – For members that have completed the De-mob process at the NOSC and DO NOT require a PDHRA. The Status Date and Demob Date should reflect the separation date from the members DD-214. Special Case - Any state that does not fit above. (ex: Unauthorized Absence) Delete – Use to delete erroneous Mobilization Event entries. 7. To save the event, press the Save and Close button. 8. Once all of your data has been entered, MaC just requires upkeep to ensure that it remains a valid tool for Mobilization and Contact tracking. 10 Daily Usage 1. The mobilization menu is where the Mobilization Office will spend most of their time. A few features worth mentioning: a. List Premob Only checkbox – When this is checked, ONLY members listed as “Pre-mob” will be displayed in the Edit Member combo box. b. Access buttons (NSIPS and NMCMPS) – If you press one of these, the corresponding web page will come up. c. Reports button – Opens a menu where you can print Mobilization Package blanks or run several reports. d. Contacts – A form to store your most important phone numbers or email addresses. e. Mass Mailing Menu – Generates mass mails that you can customize and send to particular groups of people. f. Forms Archive – Print blank Mobilization or Demobilization Packages. (More in the future) 11 2. Enter a name into the Edit/Update Existing Member combo box or use the drop down to choose the member and click Edit Member. a. Only one event should be in a state of mobilization under Mobilization Data on File. All others should be Closed or Canceled. 3. Press the Edit button next to the mobilization event. a. You can edit the mob data here. 12 b. Always ensure that Status Date reflects the date that the status changed. The exception to this is when a member is place in Leave Status. In this case “Status Date” changed to “Leave End Date” and the date that the member ends terminal leave should be entered. This will assist in tracking when a member needs to be placed RD2. c. Set the status of the member to “Med Hold” when a member is identified. Do not enter a date until the member is released from that status. d. When a member goes from Pre-mob to Mobilized, you will get the option to print the family letter. This letter is automatically generated from the data you have entered into MaC, put in an email attachment, and mailed to the Admin addresses that you entered into Options. e. You can AUTO Fill certain data directly from the orders by clicking the respective blue link (Orders must have been pasted into the Orders Block). The fields that will auto populate are: Event # RTN (RTN can be autofilled alone by using the link over the RTN field) NRA Date NMPS Date ULTDUSTA Date Demob Date (will be estimated at one year after the ULTDUSTA Date and is NOT taken from the orders. Update manually if needed) ULTDUSTA UIC If the computer cannot find the autofill data, you will be prompted as to which fields it could not find. f. You can mouse-over the “?” icons for pop-up help on that field. 13 Monthly Contact 1. From the Main Menu, Click the Monthly Contact Menu Button then the Monthly Contact Tracker button. a. Choose to show ALL Members or only those that a specific staff member is contacting. i. Use the dropdown to select the staff member and then click Select. b. From here you can Print Contact Sheets or edit the monthly contact. 14 2. The Monthly Contact Interface a. Set a date, status and Category of the contact. Enter Comments as needed. b. There should only be ONE entry per month! (If you try to enter more than one entry per month, MaC will automatically update the applicable entry with the new information.) Change status and category as you update the monthly contact and keep a running account under comments. i. Ex: You call and leave a message so the category is Left Message. ii. Member calls back and asks about Tricare but you don’t have the answer so you tell the member you’ll call him back. Category: Contacted, Status: Pending, Comment: Wife asked about closest MTF to them. iii. You call member back and give answer. Category: Contacted, Status: Resolved, Comment: Answered wife’s question about NAS Millington being the closest MTF to her residence. c. If you want to delete an entry, choose Delete under Status. You will be prompted “Are you sure?” 15 Reports 1. There are several reports built into MaC so far, with A LOT more on their way. To run a report, just highlight the one you want to print/preview and click “Run Report”. Preview Report Checkbox – if there is a check in the box, the report will be displayed ON SCREEN. If it is unchecked, the report will be sent to your default printer. (The default state of this check box can be set on the Options page.) Several of the reports will open a second form where you enter the date range of the report that you would like to create. The Adhoc Queries will be developed further in the future. Terminal Leave Report is a report of all IA members on terminal leave and their leave end date to assist you in remembering to place the member RC2 in NSIPS at the end of their leave period. 2. This menu is accessible from the Main Menu, Medical Menu and Mobilization Menu. 16 Miscellanea 1. When I make updates to the front end, you will not have to export/reinput/worry about you data… It is in a separate file from the interface. When installing an update, download the update instructions from The MaC Database Web Site at http://mac.joebb.com 2. This database will be in constant development and updates will be issued when major fixes or interface changes are added. 17 Credits Designed and coded by ATC(AW) Joseph Barneski Beta tested by the men and women of NOSC Norfolk Calendar applet, miniCalendar by Drew Watuka and gotten from www.mvps.org Lots of help in coding also gleaned from www.tek-tips.com ATC(AW) Joseph Barneski NOSC Norfolk Mobilization Dept Head Joseph.barneski@navy.mil 757-318-4500 x 3520 Last Update of Documentation: 18 Jan 08 18