Chapter 3. Startup
Startup
Installation
This single-user / local network version of VEM is distributed as a .mdb database file on compact disc. To install the file on a personal computer, do the following:
Create a destination folder on your hard drive (or shared drive) for VEM, if an appropriate folder does not exist.
Insert the compact disc into the CD drive and display its contents using My Computer.
Click on the database file, which will be named “VEM- * .mdb” where * indicates a text or numeric naming code, and copy it to the intended folder. You may also wish to copy the .pdf version of this User Guide to your hard drive.
Open the destination folder in My Computer and right-click on the database file to view its properties. Under Attributes, deselect “Read-Only” (clear the check-box).
Restore the My Computer screen down (that is, reduce it in size to reveal the desktop while the contents of the VEM folder remain visible). Right-click on the database file, hold the mouse button and drag the database file icon to the desktop. Select “Create Shortcut Here” to place a shortcut to the database file on your desktop.
Double-click on the database file icon to start the VEM program. The LOGIN screen appears (after first prompting for the database password, if applicable). Custom applications may vary in appearance from this:
Splitting the Database for Multi-User Environment
VEM is ready to run in single-user mode on your computer after completion of the steps listed above. If the program is to be run on a networked environment where it can be shared by multiple users – or merely to facilitate maintenance of the data tables used by the program – use the database splitter feature in Access to place the data tables in a different location than the other database objects (i.e., the forms, queries and code that constitute the user interface). For example, the data tables can be stored on the network’s shared drive to allow access from multiple, connected work stations where the user interface is installed.
To split the database, start VEM. (If the program is password-protected, it will prompt you for a user password before opening the program.) Access starts and opens VEM at the LOGIN screen. The Standard toolbar is visible and activated at the top of the screen. Open the “Tools” drop-down menu and go to “Database Utilities.” Select “Database Splitter” and follow the instructions given by the database splitter “wizard.” When prompted, select a file location for the back-end (“ * -be.mdb”) database, containing the data tables only.
Storing Recurrent Data
To make data entry faster and more reliable, VEM takes advantage of drop-down lists for repetitive data fields. This feature allows the user to type in the information one time and then save it into individual records by merely opening a drop-down box and selecting the information from the list. Many of the forms will only accept certain data in this manner, as underlying queries that sort and manipulate the data will not function properly if variability occurs in the records.
Thus, an important initial step in customizing VEM for use is to record recurring information that can later be selected from drop-down lists. We strongly recommend that you perform this task before other data entry. Note that certain operations, like the Calendar function, will not function at all until data for one or more of these drop-down lists have been entered.
NOTE: Several recurring data tables have been pre-loaded with “universal” information that is consistent for most users of this application.
Following is a step-by-step guide to the initial storage of recurring data:
1. Open the VEM Program and at the login screen click on the button labeled "ENTER (GO TO MAIN MENU)." The following Main Menu screen appears:
2. Click on the button in the first (left-hand) column labeled "PROGRAM UTILITIES." The following Database Utilities screen will appear:
3. Click on the button in the first column labeled "ADD OR EDIT USER" to record the names of personnel that will use the VEM Program to track their Environmental, Health and Safety tasks.
4. To add a User, simply type the name, title and location (if more than one facility is managed using this program) in the spaces provided, then press “ENTER” or tab ahead to the next listing. When finished, press the EXIT key (swinging door) at the bottom of the USER INFORMATION screen. The USER list will appear as a drop-down list on the LOGIN screen and at the “ASSIGNED TO” field for TASK inputs.
5. Return to the DATABASE UTILITIES screen and click on the buttons for “EDIT SCHEDULING LIST” and “EDIT TASK CATEGORIES” to view the data entry screens for these lists. These data have been pre-loaded with many anticipated values, but additional entries can be made if needed in the same manner that the USER list was updated.
6. The DATABASE UTILITIES page on some versions of VEM will also have a button for “EDIT RECURRING DATA TABLES” that opens a menu accessing all remaining data entry forms for recurring data lists. Otherwise, return to the MAIN MENU and make the following menu selections to access the data entry forms through the various program-specific menus.
About the Login Screen
The Login Screen appears when VEM is started (after the database password is successfully entered, if applicable). The Login Screen contains a drop-down User Name Login Box and four navigation buttons, with these functions:
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LOGIN BOX |
The Login Name corresponds to the User Name, and determines the information that will be presented on the Daily Task list and on the Task Calendar. The Daily Tasks and Calendar will show those scheduled tasks that have been assigned to the User (or the person logged in to the program). |
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ENTER (GO TO DAILY TASKS) The button with the bell icon opens the DAILY TO-DO LIST (at right) which lists the EVERYDAY tasks assigned to the logged User. The User can check off each task upon completion; the tasks will then reappear as unchecked on the following day. |
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ENTER (GO TO CALENDAR) |
This button opens the Task Calendar with scheduled tasks specific to the logged User (see Task Calendar in this user guide). |
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ENTER (GO TO MAIN MENU) |
This button opens the Main Menu (see Main Menu in this user guide). Meanwhile, the Daily Tasks and Task Calendar will show information for the logged User if opened from the Main Menu. |
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EXIT PROGRAM |
This button closes the VEM program. |
