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Using the Engineering Authorisations Database Opening the Database Adding personnel to the Database Copying and Pasting personnel in the database Printing.

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Presentation on theme: "Using the Engineering Authorisations Database Opening the Database Adding personnel to the Database Copying and Pasting personnel in the database Printing."— Presentation transcript:

1 Using the Engineering Authorisations Database Opening the Database Adding personnel to the Database Copying and Pasting personnel in the database Printing for signature Moving personnel within the Database Removing personnel from the Database Point of Contact Other Material Click a link to go to that subject Based on an presentation created by AC C Perry DCAE Cosford Oct 09 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr10 EXIT

2 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Opening the Microsoft Access File To open the Engineering Authorization Database (EAD) double click on the icon shown as image 1. If using Microsoft Access 2003 or later image 2 will appear, press Open to open the file and access the home page shown as image

3 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Choosing the relevant database To open your database you will need a password. This will be entered into the purple box on the home page (highlighted red in image 1). After the password has been typed click the drop down box (highlighted red in image 2). Select your Sqn from the drop down list. 1 2

4 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Warning – Auto save in place As soon as you start changing data inside the table it will automatically save. This means there is no need to save the document manually, but you will have permanently changed authorizations or personal data. When finished, close the program using exit icon. Note: Using the X button on the top right of the program may cause a loss of data.

5 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Opening the input table Open the input table by either selecting the View or Create Posts button (highlighted red in image 1) or choose a specific individual by selecting them in the drop down box Name (highlighted orange in image 1). Depending on the option selected a new window will open with either the first person on the post list OR the individual selected using the name drop down box (shown in image 2). 1 2

6 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Navigating inside the database Navigating inside the database is done by using the navigation function that comes with Microsoft Access (Image 1). Navigating inside the database is done by using the navigation function that comes with Microsoft Access (Image 1). Alternatively, it can be done by using the light blue drop down menus at the top left of the table input screen (Image 2) this will show the names of the personnel in the squadron table. Alternatively, it can be done by using the light blue drop down menus at the top left of the table input screen (Image 2) this will show the names of the personnel in the squadron table. 1 2

7 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Adding new personnel to the squadron To add personnel select the Add Post button at the bottom of the page. A new blank input form will appear. Highlight and delete the existing text in the Post Title box. Input the following data - Post Title, Grade/Appointment (Rank), first name, surname, staff/service number, and telephone extension. Please note that Post Title and Grade/Appointment (Rank) must be completed first. You are now ready to input authorizations. 1

8 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Adding JAP Auths To add a JAP authorization to the individual selected use the drop down box marked Level (highlighted red in image 1). A full list of authorizations will appear (shown in image 2). Select the authorization to be awarded from the list, (use scroll function to view full list, if required). A new input box will automatically be generated once the selected authorization has been awarded (shown in image 3)

9 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Adding Local Auths Local authorizations are accessed via selection of the Local Auths tab (highlighted red in image 1). Once selected the process for local authorizations is identical to the JAP authorization process

10 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Granted, Print, and Signed check boxes When an individuals authorizations have been granted, both the Grtd? and Print? boxes (image 1) need to be checked - this will enable the authorization report to be printed and signed. Once signed, the Sgd? box must be checked, this then indicates that the authorization has been granted, printed and signed for. When an individuals authorizations have been granted, both the Grtd? and Print? boxes (image 1) need to be checked - this will enable the authorization report to be printed and signed. Once signed, the Sgd? box must be checked, this then indicates that the authorization has been granted, printed and signed for. 1

11 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Removing an Authorization To remove an authorization first select the individual from the input table Name, shown previously. Identify the authorization to be removed and select the delete button within the actual authorization field (highlighted red in image 1). To remove all authorizations (local or JAP) click the Delete all buttons (JAP highlighted red, Local highlighted Orange in image 2 ) 1 2

12 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Copying Authorizations If several personnel require the same authorizations it is possible to copy and then paste authorizations from one person to another. Hint, it is quicker and easier to copy across too many authorizations and delete irrelevant ones than to input them all from the beginning. To copy authorizations either select an individual with the fullest list of authorizations or add to an existing list. Select the copy button for either Local or JAP authorizations, (highlighted red in images 1 and 3). After selecting either of these buttons a popup (shown in image 2) will appear. Be aware, after copying either Local or JAP authorizations the table returns to the original sheet

13 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Pasting Authorizations To paste the copied authorizations, either create a new post, or add to an existing post. Select the paste copied auths tab (highlighted red in image 1 or 2 dependent on authorization type). A final pop up window will appear (shown in image 3). Select OK to complete the process

14 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Print for signature – JAP Auths To print JAP Authorizations, which can be previewed first, by selecting the preview JAP Auths tab (highlighted red in image 1) select the printer icon button (highlighted orange in image 1). After selecting print a pop up window will appear (image 2), select No to print the JAP authorizations that have been selected. 1 2

15 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Print for signature – Local Auths To print Local Authorizations, which can be previewed first, by selecting the preview Local Auths tab (highlighted red in image 1) select the printer icon button (highlighted orange in image 1). After selecting print, a pop up window will appear (Image 2), select Yes to print the Local authorizations that have been selected. 1 2

16 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Moving personnel to a different squadron To move personnel from one squadron to another, open the input table by either selecting the View or Create Posts button or choose a specific individual by selecting them in the drop down box Name. Select the Move Person tab (highlighted red in image 1). A pop up window will appear requesting the Service Number of the person to be moved (image 2), input the Service Number and select Ok. Selecting Cancel will return you to the beginning of the process. 2 1

17 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Moving personnel (continued) Pressing OK directs you to a new window displaying the personnel's details (image 1). You will then be prompted to Select New Squadron from the drop down menu (highlighted red in image 1). Selecting Move Person will reassign the individual. A pop-up window will appear (image 2), select OK to confirm the details are correct or Cancel if not. A further pop up window will appear (image 3). Press Yes to continue the process or No to halt the process and return to the home page

18 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Moving personnel (continued) A further pop up window will appear (image 1). Selecting Yes completes the move and cannot be undone using the undo command. A final pop up window appears (image 2) confirming that the move has been completed and that all authorizations are to be reviewed and re-signed. 1 2

19 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Removing personnel from the squadron To remove personnel from the database, open the input table by either selecting the View or Create Posts button or choose a specific individual by selecting them in the drop down box Name. Select the Delete Post tab (highlighted in red image 1). This will remove all authorizations given to that person and delete all personal data, you will then be returned to the home page. 1

20 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Other material for use Another set of material that can be used are the flow charts: Flow chart – Adding personnel to the database. Flow chart – Adding personnel to the database. Flow chart – Copying and Pasting personnel in the database Flow chart – Printing for signature Flow chart – Moving Personnel within the database Flow chart – Removing personnel from the database

21 MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10 Point of Contact All EAD enquiries should at first be directed to the Ship/Stn/Unit EAD Manager. All EAD enquiries should at first be directed to the Ship/Stn/Unit EAD Manager. Further assistance can be sought from MAA Tech Reg ASPPIC1 at RAF Wyton on Mil or BT ext Further assistance can be sought from MAA Tech Reg ASPPIC1 at RAF Wyton on Mil or BT ext 8381.


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