Print Test Request Database - Users Manual

PRINT TEST REQUEST DATABASE - USERS MANUAL

TABLE OF CONTENTS

OVERVIEW......................................................................................................................2

SWITCHBOARD..............................................................................................................3

PRINT TEST REQUEST DATA ENTRY FORM..............................................................4

JOB OVERVIEW FORM..................................................................................................5

JOB PROCESSING FORM.............................................................................................6

PRINT TEST REVIEW.....................................................................................................7PRINT TEST REVIEW SELECTION FORM.................................................................7TEST CHECK LOG FORM...........................................................................................8TEST CHECK LOG DETAILS FORM...........................................................................9PRINT LOG DETAILS FORM.....................................................................................10

APPENDIX.....................................................................................................................111. Message Box Prompts...........................................................................................112. Location of Database..............................................................................................113. Mapping to “PRINT_TEST_REQUEST_FOLDER”.................................................12

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OVERVIEWWriter: Kevin GravesSubject: Print Test Request Database

Project History:

The Print Test Request Database was designed for the Integration Support Solutions (ISS) group at Wachovia’s Distribution Utility Center in September 2008. The database was designed with the application Microsoft Access 2003 by Kevin Graves in 2008 under the direction of Donna Lundgen and Seth Haynes.

Purpose:

Its purpose is to stream line the Print Test Request process between the business analyst and the print operators. Additionally, it maintains a record of Check and Non-Check Print Requests for audits.

Test Request Types:

1. Check Test Print Jobs - Involves printing of checks and requires additional documentation

2. Non-Check Test Print Jobs – Does not involve the printing of checks

Process Notes :

1. The Business Analyst (BA) enters new requests for a test printing of documents or checks.

2. The Print Operator processes the job, prints it and marks it as completed in the database. Additional documentation is required to complete check related print jobs.

3. The BA reviews the completed jobs and verifies the data for check related print jobs. Check jobs are then logged with additional information.

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SWITCHBOARD

A switchboard is a form that allows the user to navigate around the Access database.

The switchboard is made of buttons that have been programmed to open forms and

reports and other functions.

SWITCHBOARD PAGE NOTE

MAIN SWITCHBOARD Allows user to open forms to enter data for Inspections, Jobs, Personnel and to open Overview Report Forms

MANAGEMENT SWITCHBOARD

Management level functions to edit the database. A password is required to open this switchboard.

PRINT TEST REQUEST DATA ENTRY FORM

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The Print Test Request Data Entry Form is used by the Business Analyst to enter new print requests. A single or multiple requests can be opened. The user enters data by typing and drop down menu. The user is prompted by message boxes if key data is not entered or entered correctly and they are then restricted from saving a new record (appendix 1). When a new request is saved an e-mail is generated and it should be sent to the Print personnel (ex. Ops-US-Print Test Request).

Data Fields1. ID_JOB – Automatically generated unique ID to identify the specific job request.2. JOB_NAME – A name that is entered to identify the job.3. JOB_NUMBER – A number that is entered to identify the job.4. STATUS - The status is set at “REQUEST” by default for all new requests.5. CHECK_TEST – A checkbox to identify if it is a check job or not.

Buttons1. CLOSE WITH SAVE – Closes form and saves the records and stamps the user

ID & time. An e-mail is automatically generated to be sent to the Print Personnel. 2. CLOSE w/o SAVE – Closes without saving the records.3. E-MAIL ADDRESSES – A form that lists who to send the confirmation e-mail

E-mail

JOB OVERVIEW FORM

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The Job Overview Form is used by the Business Analysts and the Print Personnel to review the status of new requests to finished and logged jobs.

The form opens to show all new jobs that are in the “REQUEST” status and these need to be assigned to an operator. The user can change the “STATUS VIEW” drop down menu to view all records by the selected status.

The data is read only but the user can select a record by its ID_JOB number and open the Job Processing Form update the job and change its status until the job is completed.

Status TableID_STATUS STATUS NOTE

1 REQUEST Needs to be assigned to Print Operator2 PRINTING Operator is assigned to print the Job

3 FINISHED Operator's Job is finished (* Required fields for Test Print & Check Test Print)

4 LOG Requestor Logs Job (* Required fields for Check Test Print)5 CANCELLED Job is Cancelled

Buttons / Drop Down Menus1. STATUS VIEW – Drop down menu to change the Status view of the records2. ID_JOB – Shows the ID_JOB numbers of all jobs within the previous 2 weeks3. JOB PROCESS FORM – Opens form to edit the selected JOB_ID number4. REFRESH – Show new changes (it automatically refreshes every 10 minutes)5. CLOSE – Closes the form

JOB PROCESSING FORM

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The Job Processing Form is used to do the following:

1. Enter Data – Ex. Assign Operator, comments, check information and sign offs2. Status Changes - REQUEST, PRINTING, FINISHED, LOG, CANCELLED

Each Status Change has specific required fields. The user is prompted by message boxes if key data is not entered or is entered incorrectly and the changes are restricted until the required data is entered correctly.Example, a job can not go to PRINTING status unless the print operator is selected. The jobs are automatically time stamped as the job is processed (ex. Request, Print, Finished) for documentation and reporting purposes.

Buttons / Drop Down Menus1. STATUS CHANGE – Drop down menu to change the Status view of the records2. PRINT – Prints the form3. CLOSE – Closes the form

PRINT TEST REVIEW

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PRINT TEST REVIEW SELECTION FORM

The Print Test Request Selection Form allows the user to review completed Print Test jobs. Analyst or Auditor can review and input data by choosing by the range of the request dates and then open a review form:

1. Test Check Log Form - Overview that only shows completed Test Check Jobs

a. Test Check Log Details Form – Secondary form to show all details

2. Print Test Log Details Form – All Test Print Jobs with wider range of details.

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TEST CHECK LOG FORM

The Test Check Log Form is used by the Business Analyst or the Job’s Requestor to have an overview of the completed test check print jobs and to document how the checks are then processed (ex. Returned to the client, stored or destroyed).

Test Check Log Form’s 8 Data Fields

DATA FIELD READ ONLY

NOTE

ID_JOB YES DATE_REQ YES JOB_NAME YES COUNT YES CHECK_TEST YES ALL_VOIDS NO Filled by Job's RequestorLOC_AFTER_PRINT NO Filled by Job's RequestorLOG_CONFIRM NO Filled by Job's RequestorDATE_CLIENT_E-MAIL NO Filled by Job's Requestor

Buttons 1. DETAILS – Opens “Test Check Log Details Form” with a detailed view of all data

relating to the test check print jobs. 2. PRINT – Prints the form3. CLOSE – Closes the form

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TEST CHECK LOG DETAILS FORM

The Test Check Log Details Form provides a detailed view of all data relating to the test check print jobs.

Buttons 1. EXCEL FILE – Creates an Excel Spreadsheet file of the data2. CLOSE – Closes the form

Screenshot of Excel file:

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PRINT LOG DETAILS FORM

The Print Test Log Details Form provides a detailed view of all test print job (both check & non-check jobs)

Buttons 1. EXCEL FILE – Creates an Excel Spreadsheet file of the data2. CLOSE – Closes the form

Screenshot of Excel file:

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APPENDIX1. Message Box Prompts

The user is prompted by message boxes if key data is not entered or entered incorrectly and they are then restricted from saving a new record or changing the status of a job.

2. Location of Database The main folder for user is the “PRINT_TEST_REQUEST_FOLDER” folder and it has shortcuts to the database and other documents. The database is actually located in another folder to prevent users from accidentally deleting the database.

NETWORK DRIVE LOCATION OF MAIN FOLDER & DATABASE

MAIN FOLDER: //NC-CIC- FS9 \DATA\DATA\REENGIN\INFO_SYS\01_DATABASE_FOLDER\01_PRINT_DATABASE\PRINT_TEST_REQUEST_DATABASE.mdb

DATABASE: //FS9/DATA/DATA/REENGIN/INFO_SYS/01_DATABASE_FOLDER/01_PRINT_DATABASE/PRINT_TEST_REQUEST_DATABASE.mdb

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3. Mapping to “PRINT_TEST_REQUEST_FOLDER”

User will first need to have rights on the Novell Server to view & open the folder.

Then they’ll need to map down the hidden folder, since we did not want everyone on FS9 to see it.

Location: \\NC-CIC-FS9\DATA\DATA\REENGIN\INFO_SYS

1: Right click on Netware Services (Red 'N' located in bottom right toolbar)

2: Click Novell Map Network Drive

3: The first available drive letter will automatically come up (Do not choose letters E or F, often used for

Zip Drives)

4: Enter the path name

a. The path name would be the server path (i.e.\\NC-CIC\DATA:\DATA\REENGIN\INFO_SYS)

b. You can always select "browse" and scroll down through the servers and select there.)

5: Check the box that indicates to Always Map Drive Letter When Starting Windows

6: Click MAP

7: When the computer is done processing, click “Close”

8. Shortcut – Place shortcut to the database & documentation on the desktop of all users & shortcuts to

the main folder for all Managers

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Documents

Print Test Request Database - Users Manual