Rider Education Program REP Database Familiarization Presentation Version 3.09 March 2009 REP Database Presentation 1

Rider Education Program

REP DatabaseFamiliarization Presentation

Version 3.09 March 2009 REP Database Presentation 1

The Rider Education Program (REP) Database is a tool designed to assist and help the GWRRA Rider Educator, at all levels of the organization, manage and record the Member’s rider education accomplishments and achievements. It is intended to provide:

Tracking of personal accomplishments and individual achievements for the GWRRA REP Levels Program

Rapid access to REP Education and Training records Individual certification program status

Version 3.09 March 2009 2REP Database Presentation

This seminar will cover the following topics associated with the REP Database:

• Who’s information will be stored• Data entry control and permissions – who can access what• Database availability• Database login• Individual data record access• Group data access• Modifying an existing record• Creating a new record• Future enhancements• Questions & Answers


Who’s Information will be found on the Database?

– Rider Education Program (REP) Database is designed to store records of GWRRA Members who participate in the REP Levels Program and/or the High Mileage program.

o Enrollment in Levels Program is Free.o Enrollment in High Mileage costs $5.00 for Pin and Hanger. o Without enrollment, Rider Course, Seminar, PLP, or MFA history

will not be recorded.


• Data Entry Control and Permissions– Data integrity

• Data integrity is vital to ensure that accurate data is collected, stored and maintained.

– Why is this important?• This data is used to determine individual certifications based upon proven

rider education accomplishments. – How will we minimize data corruption?

• The ability to modify and manipulate the stored data will be controlled very closely. To do this a “Tiered Access” process has been implemented.


• Data Entry Control and Permissions (continued)– “Tiered Access”

• “Read-Only” data access will be given to all Chapter Educators so data stored in the database may be used to the maximum extent. REP forms N.7, 8, 9, or 10 will be sent to District Educator to add/delete/or modify a Member’s record.

• “User” data access will be given to Educators at the District , Region and National levels. This will allow the Educator to add new entries and modify existing records with some minor restrictions.

• “Administrator” access will be given to National Program Directors. This information includes every thing in the previous level plus editing of Seminar Presenter, Rider Course Instructor, PLP Facilitator, MFA Instructor and other certifications that must be earned through specialized training.

• Database Availability – The REP Database will be available to any Educator who has access to the

internet.



Educator's Toolbox...(Select the Category you want to jump to)Rider Education Database“Give me 5” Chapter Talk TopicsAll Forms in Numerical OrderOfficer Role, Appointment Process, Conduct, and PolicyREP HandbookOfficer FormsLevel FormsMaster Recognition EligibilityHelpful Tips and Information PLP Facilitator ProgramTop Gun, Amazing Team Challenge, Field Events, etc.Inspection Forms"How To" Seminars given at Wing DingSurvivor Award Certificate

• Database Login– Go to the “Educators Toolbox” located in the “REP Officer Section” of

the GWRRA Rider Education Website.– Click on “Rider Education Database” link at the top of the list..


• Database Login (continued)– The database utilizes a login

procedure to restrict access. Confidential personal information is maintained and as stewards of this data we must ensure that the individual’s confidentiality is respected and preserved. See Form N.3 MOU

URL: http://re.gwrra.org/ Select | Administrator | User |

Read Only | based on your access level.

Database has been accessed over the

internet

Select the access level you have permission for.


• Database Login (continued) You will then enter the

appropriate logon screen based on your access level.


Enter “User Name” and “Password”, then press search to logon onto site.

Database Logon


Search: Individual Record

Individual data record access: an individual’s data may be accessed several ways. Membership numberMaster Tour Rider numberMember’s NameAffiliation (District, Chapter)


Membership Number entered with %

Note: % is a wildcard. Using it on the end of a Membership number will automatically bring up all family members associated with that number.



Search by Level IV Master Tour Rider Number



Search using Name.Multiple combinations may be used:First + Last InitFirst Init + Last name(With % sign – wildcard)



Result: Individual record

Result Page showing the individual record

that was found.


Group Data Access

Searching for multiple records by the two

different Group methods


Group Data Access

Groups may be selected by District & ChapterNote: this search method will not return results for records that have blank Chapter fields.


Group Data Access

Result Page showing multiple records that

were found.


Group Data Access

Or by District aloneNote: this search method will return results for records that

have blank Chapter fields.


Group Data Access

Result Page showing multiple records that

were found.


Selecting a Record to Modify/View

To make a change to a record, select the modify icon. Record data will be selected and will populate the screen.Note: Chapter Level permission, “View” will be indicated instead of “Modify”


Modifying Individual Record

Most data may be changed if you have the correct permissions. Data that is reserved and may not be changed includes: Membership Number Trainer /Presenter certification information.


Once changes are made, scroll to the bottom and

save.Note: this is a permanent change to the record data!

Saving Modified Record


Closing the Edit Screen

You can exit the record by clicking on the “X” to close the form.

Once the data is saved, the record will return to the top of the page. The “Last Updated” field will now contain the “Today's Date”, which indicates that the save is successful.


The program will return to the search starting point. From here you may search again, which will close the result screen, or download to a spreadsheet format.Note: you must have a spreadsheet program for this feature to work.

Move the Data to Excel


Automatic Export to Excel Spreadsheet

You can now customize the data through multi level sorting by:ChapterMembership NumberRequirement ExpirationsEtc.

Data can then be printed for Chapter/District presentation.


Creating a New Record

If you have data entry permission; selecting “Create a New Record” will launch the New Record Screen.


Creating a New Record

The screen will appear with blank fields. Be sure to enter the Membership Number correctly. Format is 6 digits followed immediately by a -. (xxxxxx-) If a mistake is made, email the appropriate Assistant Director-Rider Education to get it corrected.


Once the new data is entered scroll to the bottom and

save.Note: this is now a permanent record!

Saving New Record


Closing the New Record Screen

You can exit the record by clicking on the “X” to close the form.

Once the new data is saved the record will return to the top of the page. The “Last Updated” field will now contain the “Today's Date”, which indicates that the save is successful.

• Future Enhancements– We will be continuously evaluating the system based on

feedback from users. The goal is to improve efficiency and ease of use. Features currently being reviewed are:

• Batch update Seminar, Rider Course, MFA class rosters.• Linking an N.10 Level Update form directly to Database• Others?



Documents

Rider Education Program REP Database Familiarization Presentation Version 3.09 March 2009 REP Database Presentation 1