University of Mary Washington. FOC Planning Tool User s Guide Kwadwo Brobbey, Kelly Brown, Rebecca Wright

Transcription

1 University of Mary Washington FOC Planning Tool User s Guide Kwadwo Brobbey, Kelly Brown, Rebecca Wright 2013

2 2 Table of Contents 1: Initial Setup and Running the Software : Initial Setup : Running the Software...5 2: Using the Software Home Tab Faculty Tab Committee Tab Assign Positions Tab Current Positions Tab : Exporting the Database 13 4: Packing up the Software 15

3 3 Section 1: Initial Setup and Running the Software Section 1.1: Initial Setup 1. Install XAMPP. a. Go to and click on XAMPP for the operating system you have. Figure 1.1 XAMPP website b. You will be directed to another page that has download instructions specific for your operating system. 2. Open XAMPP and start Apache and MySQL. a. Beside Apache and MySQL, under Actions click the Start buttons. Figure 1.2 XAMPP Control Panel

4 4 3. From the dist folder that was received, extract the file contents. 4. Navigate to the newly created file and right click on the FOC_Planner.jar file. 5. Select the option to create a Desktop shortcut. a. On Windows, this is done by selecting Send to and Desktop, as pictured below in Figure 1.3. Figure 1.3 Sending a shortcut to the desktop on Windows 6. Open up an internet browser and navigate to 7. Select the Import menu option. Figure 1.4 phpmyadmin menu options 8. Locate and upload the.sql file, as shown below in Figure 1.5. a. Under File to Import, click on the Choose File button. b. Find and select the.sql file given to you, then click Open.

5 5 Figure 1.5 Selecting the SQL file 9. Scroll down, and select GO. This may give you an error message, just ignore this and select the back button. The database foc_db should be listed in the databases. Section 1.2: Running the Software 1. After the initial setup, each time you want to run the software, you must ensure that XAMPP is running as in Step 2 of Section 1.1 BEFORE clicking on the icon. a. If information is not showing up on the application, check to make sure Apache and MySQL are started. 2. After completing Steps 1-9 for initial setup or Step 2 for repeat use, simply click on the FOC_Planner Shortcut on your Desktop to run the application. Figure 1.6 Desktop Icon

6 6 Section 2: Using the Software Section 2.1 Home Tab Once the application is launched, you should see a screen like the one pictured in Figure 2.1. Figure 2.1 Home Tab Update positions for year o Click the Update! button to remove all faculty members from positions that end in the current year. After clicking the button, these positions will show up as needing to be filled on the Assign Positions tab. The name of the position and the current year will be recorded for each faculty member going off a committee. Section 2.2 Faculty Tab Click on the Faculty tab to view and edit faculty information as shown below in Figure 2.2.

7 7 Figure 2.2 Faculty Tab Edit current faculty member o Within the List of All Faculty click on the name of the faculty member you want to edit. The click the Edit button. A form like the one below in Figure will appear populated with information about the faculty member you selected. Click Save to save changes, or Cancel to exit without saving. If your changes are saved, you will receive confirmation. Currently Active refers to if the faculty is active and eligible to serve on a committee. When a faculty is added to the system, this is set to yes. To indicate a sabbatical or leave of absence, uncheck this box. Previous Positions refers to past committees the faculty member has been on. This will be pre-filled if any past positions are saved within the system. Last date of Activity refers to the last date the person was on a committee. If they are currently on a committee, it is the year their term ends. Current Committee and Current Position will be filled with the person s current assignment if any. This cannot be edited on this form. Figure Edit Form

8 8 Remove current faculty member o Within the List of All Faculty click on the name of the faculty member you want to remove from the system. The click the Remove button. You will receive confirmation that your changes have been saved. Adding a new faculty member o Click Add. A form like the form below in Figure will appear. Note the First Name and Last Name fields are required. Middle names or initials should be included within the First Name field. The Position field refers to their status within their department such as Professor or Associate Professor. Click Save to save your changes. After clicking OK on the confirmation dialog, you will be taken back to a blank Add Form. Click Cancel to close the window. You will need to click the Refresh button to see the new faculty members appear in the List of All Faculty. Figure Add Form Searching for a faculty member o Type a first name, last name, or combination in the text field after Search Faculty: and click the Go! button. If there are any faculty matching your search, all information saved for each resulting faculty will be displayed in the white area below. o To view a list of every faculty member and all of their information, leave the search field blank and click Go!

9 9 Section 2.3 Committee Tab Click on the Committee tab to view and edit committee information as shown below in Figure 2.3. Figure 2.3 Committee Tab Deleting a committee o To delete a committee, click on the committee in the List of all committees and click Remove. You will receive a popup notification that your changes have been saved. Editing a committee o To edit a committee, click on the committee in the List of all committees and click Edit. A form like the one below in Figure will appear. To add a new position, type the name of the position (e.g. Treasurer below) and click Add. Note: if you do click Save without clicking Add, the new position will not be added. o You can change the name of a committee within the text box following Committee Name. To remove one or more positions, click on a single position or hold CTRL on your keyboard while clicking on multiple positions. Any positions highlighted (such as Secretary below) when you click Save will be removed. Click Cancel to exit the screen without saving.

10 10 Figure Edit Committee Form Click Add to add new position before clicking Save Viewing position information for a committee o To view information about a committee, as shown below in Figure 2.3.2, click on a committee in the List of all committees and click the View button. In the Committee information box on the right, a list of all positions on the committee will be displayed along with who is currently filling them and in what year their assignment ends. Figure Committee View Creating a new committee o To create a new committee, click on the Create Committee button. A form like in Figure below will appear. Enter the committee name in the text field and click the OK button to save your changes. Note: if you enter the name of a committee that already exists, you will be prompted to choose another name. Click Cancel to close the window without saving your changes.

11 11 Figure Create Committee Form Section 2.4 Assign Positions Tab Click on the Assign Positions tab to assign open positions to eligible faculty members as shown below in Figure 2.4. Figure 2.4 Assign Positions Tab Assigning a faculty member to a position o Click on an open position from the Open Positions list. Click the circle under Term Length to indicate if the assignment is for one, two, or three

12 12 years. Then select a faculty member from the Faculty Eligible to Serve list. Click the Assign button. You should see a popup window notifying you that your changes were successful. If you have not selected a position, term length, and faculty member, the label for the section you left out will turn red and your changes will not be saved. Section 2.5 Current Positions Tab Click on the Current Positions tab to view currently assigned positions and remove faculty members from their position as shown below in Figure 2.5. Figure 2.5 Current Positions Tab Removing faculty from a position o Click on a single position or hold CTRL on your keyboard while clicking on multiple positions. Click the Remove button to remove the faculty members indicated for the position(s) you selected. These positions will now show up as open, and the position and current year will be noted for the faculty member s record.

13 13 Section 3: Exporting the Database 1. With Xampp open, make sure that both Apache and MYSQL. See Figure 3.1. Figure 3.1 XAMPP Control Panel 2. In your internet browser s address bar, type in See Figure 3.2. Figure 3.2 Web Browser 3. On the right hand side of the window is a list of databases in XAMPP, select the database labeled foc_db. See Figure 3.3. Figure 3.3 phpmyadmin Database List

14 14 4. Next select the Export option from the horizontal menu bar at the top of the page. See Figure Figure 3.4 Selecting export tab 5. Select the Quick option for the Export Method, make sure that Format is set to sql, and select the GO button. See Figure 3.5. Figure 3.5 Exporting the database

15 15 6. This will create a.sql file which you can either save or open in a text editor. Select save file and hit okay. The file will then be saved to your default download location. See Figure 3.6. Figure 3.6 Saving.sql file Section 4: Packing up the Software 1. Export the database as instructed in the previous section. 2. Locate the dist file that you were provided with. 3. Copy the.sql file that was created when exporting the database to the file located in step two. 4. Navigate up one level in the computer s file system, and create a zipped folder from the dist file. 5. Distribute this zipped file created in step four via or any other preferred method.