Technical Note Yemen IDP Registration

Transcription

1 Technical Note Yemen IDP Registration This technical note will give an overview of some aspects in relation to setup and installation of the database. The Yemen IDP Registration Database is an Microsoft Access 2000 database. The database is split in two parts, the back-end database and the user interface. The back-end database contains all the data-tables and code-tables. Some objects are hidden, to view the hidden objects open the database, go to Tools => Options => View and check the checkbox View Hidden Objects. Setup of Back-End Database in a new Location In a LAN-setup place the back-end database on the network server to which the user have access rights and copy the user interface to the desktops/laptops on the users machines. Installing the Back-End and Setting the Instance ID When installing the database in a new location the database should be given an instance ID. The instance ID is a three-letter code indicating which database instance the user is logging into. The three-letter code is also used for the HH ID numbers which contain the three letters of the instance ID as well as a five-digit sequential number. For example the Amran database have instance ID AMR and all the household numbers will have the format AMR To create a new instance: Open the database (user interface or back-end). If opened through the User Interface press the F11 key on the keyboard to access the tables. Go to Tables. Open the table called tbl_codeinstanceid. If the Instance ID does not already appear in the table add a new line to the table. The first column should contain the new three-letter instance ID. Enter the Arabic name of the instance (location of the database) in the second column and the English name in the third column. When this has been done close the table. Now open the table called tbl_datainstanceid. This table must contains only one record. Click on the Instance field and select your location from the drop-down list to replace the existing value. When you have selected the value, close the table. See screenshot below. 1

2 Setting the Default Value of the IDP Governorate in the Household Form In the Household Form a default value of the IDP Governorate can be set. This will make data entry faster, as the user will not have to select the IDP Governorate but can go straight to the IDP District. If your IDPs are e.g. in Amran District you can set the default IDP Governorate to Amran. To set this value, first identify the P-Code of the IDP Governorate. Open the User Interface. Press the key F11 on the keyboard to see the tables. Go to Tables. Open the table tbl_codeidpgovernorate. Find the P-Code for your location. For example Sana a Capital is 13, Amran is 29, and Hajjah is 17. Remember the value for your Governorate. Close the table. Go to Switchboard and click on Add New Household (the name of the form is tbl_datahousehold if you look from inside the database instead of going via the Switchboard). When the household form is open click on Design View. Click on the IDP GovernorateCode Combo box. Right Click and select Properties. Select the tab Data. In the Default Value field put the number of your IDP Governorate. Close the properties box. Close the Form and select Yes to save changes. 2

3 Linking the User Interface to the Back-End Database To install the User Interface: Save the User Interface on the users desktops/laptops. When the user interface has been installed on the users machines link the tables in the user interface to the tables in the back-end database on the server. To do this: double-click on the user-interface to open the database. Enter the password and click OK while pressing SHIFT on the keyboard. When the database has opened click on Tools => Database Utitilities => Linked Table manager in the Tool-bar. In the Linked Table Manger: Click Select All check the checkbox Always prompt for new location. Click OK. After clicking OK a browser window will open. Locate the back-end database on the server, double-click on the back-end database file or highlight it and click Open. The user-interface will now link the tables to the back-end database. This might take a little while if the network is slow. After linking the tables close the user interface the database is ready to use. IMPORTANT: If the database will not allow the users to connect to the database and gives an error regarding running Macros you will need to change the settings of the Macros to enable macros. This is particularly an issue with Microsoft Access Follow the instructions in the pop-up to modify these settings). When opening the database the database runs an auto-executable macro which calculates the age based on the Date of Birth for each individual. 3

4 Installing the Distribution List Excel Template From the User Interface it is possible to export data to Excel to create a Distribution List. In order for this to work, the Excel Template with the name DistributionList.xlt should be located in the same folder as the user-interface on the users machine. When exporting data for the distribution list, the database will export the data to the template file. The template file will open a normal Excel file named DistributionList dd-mm-yy hh-mm.xls where dd-mm-yy hh-mm is the date and time the excel file was created. This file will automatically be saved in the same folder as the database. The distribution list excel file contains Pivot-tables which should be refreshed manually by the user in Excel. Alternatively, close the Excel file and re-open it. Excel will then automatically refresh the data in the distribution list to the show the correct data. If the user can not generate the Excel Distribution List check that the file DistributionList.xlt is located in the correct location on the users machine. Adding new codes In general codes should not be changed or modified. Codes should never be deleted. This is important if you want to do data consolidation of the databases later on. If codes are added there should be a mechanism to make sure that the codes remain synchronized between the various database instances. However, for some codes it will be necessary to add new codes. In particular you will need to add codes for new camps, distribution items and distribution actors. To add new codes to these code tables. Open the user interface. Press the key F11 on the keyboard. Go to Forms. Click on the form frm_managecodes. This will open the following screen: Click on the button for the code to which you wish to add a new record. In the table which opens add a code in the last blank row and enter a description in Arabic and English in the appropriate fields. Close the table. Close the code management form. The codes will now appear in the drop-down lists. You might need to re-open the form before you can see the new codes in the drop-down list. 4

5 Database Structure See last page for an overview of the data structure. The database has a number of data tables and number of code tables. The main data tables are: Tbl_DataHousehold, which contains data for each household at the household level. Tbl_DataIndividual is linked as many to one from the tbl_datahousehold (each household have multiple individuals). This table have the individual level data. Tbl_DataVulnerability is linked as many to one from the tbl_dataindividual (each individual can have multiple specific needs). This table have information about specific needs for each individual. Tbl_DataLinkedHH is linked as many to one from the tbl_datahousehold (each household can be linked to multiple other households). Tbl_DataAssistance is a join table between tbl_datahousehold and tbl_datadistributionevent. Each household can take part in multiple distribution events. Tbl_DataDistributionEvent stores the information about the distribution events. Tbl_DataDistributionModality is linked as many to one from the tbl_datadistributionevent. This table stores information about the items and modality of each item for the distribution events. Tbl_DataDistributionEventActors is linked as many to one from the tbl_datadistributionevent. This table stores information about which actors participated in the distribution events. The code tables stores information for the codes in the data tables. The code tables have both English and Arabic text for each of the codes. 5

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