General Questions And Questions For New Users:

What is the MAR?
What does MAR stand for?
What does CDSSAP stand for?
What changes have been made in the MAR since the last version?
How do I obtain a username and password?
I don't like my password anymore. How do I change it?

For Existing Users Of The Previous MAR:

There's no longer a menu on the main page. How do I navigate?
Why are my entries displayed as soon as I log in?
Why doesn't the main page show all of the fields of my entries?
In what order does the main page display my entries?
Why are there checkboxes beside my entries? What happens if I check them?
Why are the descriptions of my entries active links?

Navigation:

Help! There's no menu on the main page. How do I navigate the MAR?
How do I add a new entry to the MAR?
How do I edit an existing entry?
How do I delete an existing entry?
Is there any other way to delete entries?
What if I want to view just the entries made for a certain month?
Is there a way to display more than 25 entries per page?
Is there a way to display less than 25 entries per page?
Is there a way to display more than 100 entries per page?
Is there a proper way to log out of the database?
I closed out of my browser without logging out. Will this cause problems?

Adding And Editing Entries:

How do I add a new entry to the MAR?
I'm at the 'add new entry' page and it looks different. How do I navigate?
In which drop-down boxes have changes been made (entries added/deleted)?
Once I have made my entry on the page, how do I insert it to the Database?
I clicked the 'X' without adding the entry to the database. Can I retrieve it?
Why does it tell me that it can't add the record? What am I doing wrong?
How do I edit an existing entry?
Can I edit an entry from the 'new entry' page?
Can I add a new entry from the 'edit entry' page?
The 'edit' and 'add' entry pages look very similar. Are they the same?
I clicked the 'X' without updating the entry in the database. Were the changes saved?

Generating Reports :

How do I generate reports on the data that I have entered?
What reports are available?
Are these reports customizable? Can I generate a custom report?
I don't have access to generate reports. What can I do?
The report I would like to generate isn't available? How can I receive it?
Is there any way to export my report to a format that I can manipulate?

Miscellaneous Questions:

Does the ID number of the entry always match the same entry?
I've recieved a very cryptic error message. What did I do wrong?
I have a question that's not listed here. How do I recieve help?

General Questions And Questions For New Users:

Q:
What is the MAR?
A:
The MAR is a system that was designed to let Prevention Specialists around the state of West Virginia report their monthly activities. This is version 2.0 of the MAR. Many of the features are different than the original. It was designed with the user in mind and should be more user friendly.

Q:
What does MAR stand for?
A:
"Monthly Activities Reporting"

Q:
What does CDSSAP stand for?
A:
Community Development Specialist for Substance Abuse Prevention

Q:
What changes have been made in the MAR since the last version?
A:
Too many to mention. But this FAQ will try to address most of them. The MAR has been redesigned with the user in mind. Instead of having a menu system, the first thing the user sees after they log in is their entries. It has been set up so that they will see the most recent entries first, and older entries on subsequent pages. At the top of the "Main Page" (the page that lists all of the entries) is a series of icons which allow the user to make a new entry, change their password, generate reports or log out of the database. At the bottom of the screen is a control panel which allows the user to change the way they view their entries. And editing existing entries has never been easier....just click on the entry!

Here is a (non-comprehensive) list of changes that have been made since the previous version:

• The layout of the "Add Entry" page has been overhauled and made more "user-friendly."
• The layout of the "Edit Entry" page now matches that of the "Add Entry" page. This was done to have a more standard and familiar interface.
• Deletion of entries is now much easier and can be done from both the "Main Page" and the "Edit Entry" page.
• Users are now able to manipulate the amount of entries they see at one time. They are also able to view all the entries made for a particular month/year.
• Report generation has been vastly improved.
• If a user loses their password, it can be requested from the login page. If requested, the password will be emailed to them.

Q:
How do I obtain a username and password?
A:
From the login page, you can request an account on the MAR by clicking on "New User" at the top of the page. Fill out the form using the instructions on the page, and your account request will be reviewed. If you are approved, you will be notified by email what your username and password are. Please note that the information you submit on this page will not be encrypted en route. This means it will be unsafe while traveling to its destination. If you feel more comfortable having a password chosen at random, you may do that.

Q:
I don't like my password anymore. How do I change it?
A:
Once you have logged in to your personal database using the password that was assigned to you, you may change it by clicking on the "Change Password" icon at the top of the main page. Type in your current password, your new password and a confirmation of your new password (in that order) and submit it. A message will be generated saying if the changes have taken effect or if there was an error. If an error is generated, it will explain why the password change was not successful. You will then be returned to the main database page.

For existing users of the previous MAR:

Q:
There's no longer a menu on the main page. How do I navigate?
A:
After you log in, you should see major differences between this version of the MAR and the last. You will see a "navigation bar" at the top of the screen. This navigation bar is, in essence, two rows of icons which allow you to perform various activities. To perform any of the functions listed with these icons, just click on them.

If you have ever used a web-based email package, such as Yahoo, hotmail, or Marshall's web-outlook email, the interface for the MAR should be rather straightforward. Your entries are listed as soon as you log in. To view or change the details of a particular entry, simply click on its description.

Everything should be accessible from the page that is shown right after you log in. In addition, the"main page" should be accessible from every other page of the MAR (i.e., there should be a link back to your list of entries from every other page that you go to).

The MAR was designed with ease of navigation in mind.

Q:
Why are my entries displayed as soon as I log in?
A:
Again, the backbone of the MAR is that it is designed like an online email client, such as hotmail or YahooMail. When the user logs in, the entries are automatically displayed. This is done for two reasons:

1. Ease of use. The user doesn't have to navigate through multiple pages before they can see their entry. It is listed for them as soon as they log in.
2. Readability. The table that lists the entries is easier on the eyes. Although the details of a particular entry aren't displayed by default, they can be easily shown by simply clicking on the activity description.

Q:
Why doesn't the main page show all of the fields of my entries?
A:
The way the MAR is currently designed makes for better readability. The fields that are shown (ID, Username, Description, Month, Year, Date/Time Entered) are the most pertinent for defining the entry. All of the other fields are revealed when the user clicks the activity description of a particular entry.

Q:
In what order does the main page display my entries?
A:
Reverse chronological order. However, the way entries are viewed is highly customizable on the end of the user. By default, it will show records that have been made for the current year, at 25 records per page. This will be the default view for whenever a user logs in. The most recent entries appear at the top, while older entries appear towards the bottom, and on subsequent pages.

This view is customizable. Although the most recent entries ALWAYS appear towards the top, you can customize which entries appear on the page. If you look below your entires, you'll notice three drop-down list boxes. The first lists all the months of the year, including an option that says "All Months." The second lists all of the years for which there are records in the database. The third has four options (25, 50, 75 and 100). These three boxes let you customize how you view your records.

For instance, if you're working on the entries for May 2001, and want to view ONLY the entries that were made for that month and year, you would just follow the order of the boxes (represented here in red):

View entries made MAY of the year 2001 at 25 entries per page.

This will show ONLY entries made for the month of May 2001. If you have more than 25 entries for that month, then there will be multiple pages. Again, your most recent entries appear first, while earlier entries appear on subsequent pages. You can navigate multiple pages of entries by clicking on the page you want at the bottom of the screen. You can change this, by telling it to show 50, 75 or 100 entries per page. The default is 25, again, for purposes of readability.

(Please note that the way you are viewing your entries will be reset when you log out of the database and log back in.)

Q:
Why are there checkboxes beside my entries? What happens if I check them?
A:
If you'll notice, the column header above those checkboxes is an 'x'. These checkboxes are there for if you wish to flag your entry for deletion. The reason that the MAR was setup this way was to give the user the power to delete multiple entries at one time. THIS IS A PRIVILEGE NOT A RIGHT! If this power is abused, it will be removed from the MAR.

Once a checkmark has been placed inside the box, the entry is flagged for deletion. To delete the flagged entry/entries, click on the 'delete entries (marked)' button at the bottom of the screen. You will then be taken to a page that lets you confirm that those are indeed the entries you want to delete. You then have the option of deleting them, or returning to the main page. If you opt to delete them, the entries will be deleted, and you will be returned to the main page. THIS IS AN UNRECOVERABLE PROCESS. ONCE A RECORD IS DELETED IT CAN NOT BE UNDELETED.

Q:
Why are the descriptions of my entries active links?
A:
You'll notice that not all the fields are shown. By clicking on the activity description, you will be taken to a page which shows all of the fields related to that particular entry. You can exit out of this view by clicking on the 'x' in the upper right of the form, or edit any field and update the database (by clicking the 'update database' button.

Navigation:

Q:
How do I add a new entry to the MAR?
A:
After you've logged in to the database, you'll notice a series of icons along the top of the page. One of them says 'New Entry.' Clicking this will take you into a blank form where you can add a new entry. The form has three sections: Main, Activity Time & Demographics. These three sections are discussed in detail below. Those shown in red are required fields. Those shown in green are optional.

• MAIN:
  The main section covers the following:
  • Month - The month in which the activity took place.
  • Year - The year in which the activity took place.
  • Provider ID - Your provider name. When all of the CDSSAP's are with the PRC this field will become obsolete.
  • Days available: The total days you have available.
  • Hours available: The total hours you have available.
  • County: The county in which the activity took place.
  • Activity: The type of activity that took place. Only choose the NOS when no other activity is applicable.
  • Activity description: A BRIEF description of the activity.
  • Agencies involved: Five boxes allow for five agencies. If more than five are involved, include the five most prominent (only ONE is required).
  • FSCI Code: Choose the code most relevant to your activity.
    
    
• ACTIVITY TIME (Report time, in hours, spent doing the following for the activity)
  • Planning & Community Contact
  • Paperwork
  • Travel
  • Implementation
  • Total (add the previous four)
    
    
• DEMOGRAPHICS:
  • Target population: Choose the most appropriate from the list
  • Age groups involved: Report how many of which age group were involved in the boxes provided
  • Ethnic Groups involved: Report how many of which ethnic group were involved in the boxes provided

Once done inputting data on the form, click the button that says 'insert selection into database.' If you do not click this button, the database will not be updated. Once you click it, you should see a message saying that the database was successfully updated. You may wait for the database to refresh and allow you to add another entry or you can click the link to force a refresh and go back to the page where you may add another entry.

If the database is not updated, an error will be generated, and you will be told which fields were left blank. You are then given a link to go back and correct your errors (or you may wait for the database to automatically transport you).

Q:
How do I edit an existing entry?
A:
Click on the description for that entry. This will bring you up to a page which should look rather familiar (that is, if you've already added an entry). Although the 'add entry' page looks very much like the 'edit entry' page, there is one major difference. The 'edit entry' page shows you the details of your requested entry. From here, you can either view the details or you can change them.

If you make ANY changes, however, be sure to click on the 'Update Database' button at the bottom of the screen. Otherwise, your changes will not take effect.

If you are unsure of what to place in a particular field, please see the section on adding entries above.

Q:
How do I delete an existing entry?
A:
Please see the section entitled:
Why are there checkboxes beside my entries? What happens if I check them?

Q:
Is there any other way to delete entries?
A:
Yes. You can also delete entries one at a time. If you click on an activity description, to view its details, you'll notice that, at the bottom of the form, there is a check-box that says 'Delete Entry' beside it. By checking this button, and then clicking on the 'Update Database' button, you will be taken to a confirmation page asking whether you're sure you want to delete the record. IF YOU PROCEED AND DELETE THE RECORD, IT IS AN UNRECOVERABLE ACTION. THE RECORD CANNOT BE RECOVERED ONCE IT IS DELETED. YOU WILL NOT BE PROMPTED THAT THE RECORD IS ABOUT TO BE DELETED.

The reason that it was setup this way is so that the user is able to know EXACTLY what they are deleting before they actually delete it. The only difference between deleting the record in this way and deleting it from the main page is that this way allows you to fully view the record before deleting it, while deleting from the main page allows you to delete multiple records simultaneously. It is a matter of user preference.

Q:
What if I want to view just the entries made for a certain month?
A: At the bottom of the main database page is a "control panel" which lets you customize how your entries are viewed. To view just the entries of a specific month, simply choose the month and year combination from the appropriate boxes and click 'go.' The resulting page will show you just the month and year you selected.

Please note that these preferences DO NOT last between sessions. If you log out of the database and log back in, the default will return to viewing ALL months of the current year at 25 entries per page.

Q:
Is there a way to display more than 25 entries per page?
A: Yes. At the bottom of the main database page is a "control panel" which lets you customize how your entries are viewed. To view more than 25 entries per page, please choose a different amount from the last box. Your choices are 25, 50, 75 and 100 entries per page.

Please note that these preferences DO NOT last between sessions. If you log out of the database and log back in, the default will return to viewing ALL months of the current year at 25 entries per page.

Q:
Is there a way to display less than 25 entries per page?
A: No. However, if you wish to narrow the amount of records you want to view at one time, you can choose to view only a specific month and year. This will narrow your search parameters, and may (or may not) display less than 25 records (depending on how many records were made during that specific month).

Q:
Is there a way to display more than 100 entries per page?
A: No. 100 is the maximum amount of records that can be viewed per page.

Q:
Is there a proper way to log out of the database?
A. By all means, Yes. When you log into the database, certain "session variables" are set. If these session variables are not reset when you log out, it can result in data corruption and, even more so, security issues.

To log out of the database in a proper fashion, click the 'log out of database' icon at the top of the main page. This will reset all of your session variables and will decrease the risk of data corruption. This will also prevent others from logging into your account and causing IRREPARABLE damage to the database. SO PLEASE LOG OUT OF THE DATABASE CORRECTLY!!!!

Q:
I closed out of my browser without logging out. Will this cause problems?
A. It shouldn't, but it definitely could. If you don't log out of your database in a proper manner, data corruption could occur. Although the database was designed so that this risk is at a minimum, data loss can occur...especially if you closed out of your browser from within the add/update entry view. Log back into your database, and make sure all of your entries are visable. If not, reboot your machine and try again. If they're still not visable, contact the administrator.

Adding and Editing Entries:

Q:
I'm at the 'add new entry' page and it looks different. How do I navigate?
A:
The 'add entry' page has been totally redesigned from the previous version. It was designed with the user in mind. Basically, there are three sections:

MAIN
ACTIVITY TIME
DEMOGRAPHICS

To add a new entry to the database, simply fill out all three sections and press the button at the bottom of the form to insert the entry. If the button is not pressed, the entry will not be added.

In addition, fields marked in red are required. You will recieve an error if you try to insert an entry into the database without filling in all the correct fields. When you are done making entries, simply click the grey 'x' in the upper or lower right hand corners of the form, and you will be returned to your listing of entries (where the entries you had just made should show at the top of the list).

Q:
In which drop-down boxes have changes been made (entries added/deleted)?
A:
This is by no means a comprehensive list of the changes that have been made to the database. However, the following fields have had changes made to them (possible entries added/removed) since the last revision of the MAR:

• Activities
• Agencies
• FSCI Codes

Q:
Once I have made my entry on the page, what do I do to add it to the database?
A:
Press the button at the bottom of the form that says "Insert Selection Into Database." If you don't press this button, your entry will be lost.

Once you press this button, a confirmation message will be generated. If successful, you will be redirected back to make another entry. If it is unsuccessful, you will be redirected back to your last entry so you can make the appropriate changes.

Q:
I clicked the 'X' without adding the entry to the database. Can I retrieve it?
A:
Possibly. Although the MAR was designed so that you never had to use your browser 'back' and 'forward' buttons, they could be your only saving grace at this point. If you've clicked the 'X' and returned to the main page without inserting your record, you can use your browser's back button to retrieve the form (or at least, as much of it as you had just typed). From here, insert the record as you otherwise normally would (by pressing the 'insert' button at the bottom of the form).

DO NOT MAKE A HABIT OUT OF THIS! THIS IS HOW DATA CAN BE LOST!!!

If this does not work, your record is lost; and you will need to retype it.

Q:
Why does it tell me that it can't add the record? What am I doing wrong?
A:
Typically, if a record cannot be inserted into the database, it is because one of the required fields is missing. Here is a list of required fields:

• Month
  
• Year
  
• Provider ID
  
• Days Available
  
• Hours Available
  
• County Serviced
  
• Activity
  
• Activity Description
  
• Agency/Agencies Involved
  
• FSCI Code
  
• Time Spent Planning
  
• Time Spent on Paperwork
  
• Time Spent on Travel
  
• Time Spent on Implementation

If any of the following fields were left blank, an error message is generated, and you are returned to the record to correct the error.

If you are recieving another error (with a cryptic error message, such as "ADODB error") then you have more than likely discovered a bug. Please report it, with all the information contained in the error message to the administrator, immediately!

Q:
Can I edit an entry from the 'new entry' page?
A:
No. Although they look the same, the 'Add' and 'Edit' pages are completely different, and should be treated as such. You cannot add new entries from the 'edit' page or edit existing entries from the 'new' page.

Q:
Can I add a new entry from the 'edit entry' page?
A:
No. Although they look the same, the 'Add' and 'Edit' pages are completely different, and should be treated as such. You cannot add new entries from the 'edit' page or edit existing entries from the 'new' page.

Q:
The 'Edit' and 'Add' entry pages look very similar. Are they the same?
A:
No. Although they look the same, they are two completely seperate forms. They were made to look similar so that the user interface to the database would be uniform.

Q:
I clicked the 'X' without updating the entry in the database. Were the changes saved?
A:
No. However, you might be able to recover your lost entry and add it to the database without having to retype it. Although the MAR was designed so that you never had to use your browser 'back' and 'forward' buttons, they could be your only saving grace at this point. If you've clicked the 'X' and returned to the main page without updating your record, you can use your browser's back button to retrieve the form (or at least, as much of it as you had just typed). From here, insert the record as you otherwise normally would (by pressing the 'update' button at the bottom of the form).

DO NOT MAKE A HABIT OUT OF THIS! THIS IS HOW DATA CAN BE LOST!!!

If this does not work, your record is lost; and you will need to retype it.

Generating Reports:

Q:
How do I generate reports on the data that I have entered?
A:
Click on the 'Generate Reports' button at the top of the main page. This will take you into a form similar to that of the 'Add' and 'Edit' forms. However, this one only has three options.

• Report to generate
• CDSSAP to report on
• Time Frame

To generate a specific report, you will choose your report from the drop-down box, choose a name to run the report on, and specify a time frame. If you leave ANY of these fields blank, no error or report will be generated. Your report will simply not be generated.

Q:
What reports are available?
A:
That depends on whether you are logged into the database as a user, a power user, or an administrator. General users are restricted to running only the following reports:

• Percent of Time per CSAP Strategy
• Total hours spent per activity, sorted by FSCI code, then by county
• CDSSAP time spent on system (Professional Development)
• Listing of activity descriptions sorted by county
• Listing of contacts per agency involved
• Total # of people served, sorted by age group

Power users, or those granted level '2' access, are allowed to generate the following reports, in addition to the ones mentioned above:

• Total hours spent per CDSSAP, sorted by CSAP Strategy
• Total hours spent per county by CSAP Strategy, per FSCI code
• Listing of contacts per agency involved
• Listing of total demographics served by county

Administrators have the right to run all of the above reports, but they have the right to run them on ANYONE in the system. Power users have the right to run them on other power users, and regular users. Regular users only have the right to run the reports on themselves.

Q:
Are these reports customizable? Can I generate a custom report?
A:
Unfortunately, no. Not right now. Hopefully, in the near future something will be setup so that anyone can run any report they wish, being able to customize what goes into the reports (depending on access levels). However, with the current system, we only have the ability to run pre-defined reports.

If there is a report that you wish to have run on the database, which is not included in the list, please contact the administrator; and your advice will be taken under consideration.

Q:
I don't have access to generate reports. What can I do?
A:
If no reports appear in the drop-down box, your access to run reports has been revoked. Please contact the administrator of the database to find out why.

Q:
The report I would like to generate isn't available? How can I receive it?
A:
Contact the administrator, and your report will be takn under consideration to be added into the list of possible reports.

Q:
Is there any way to export my report to a format that I can manipulate?
A:
Not as of yet. This will hopefully be one of the features to be added in the near future. The data will be extracted to Microsoft Excel so that it can be manipulated.

Miscelaneous Questions:

Q:
Does the ID number of the entry always match the same entry?
A:
Usually. The ID number is simply a number to identify the record to the user, so that records are more easily indentifiable to users of the database. When a record is added to the database, the next logical ID number is assigned to that record.

However, if a record is deleted, then the ID numbers shift. All the records after that particular record are decremented by one (or by however many records that were deleted).

Also, if you change your default view (to view only one month out of the year), the ID numbers will change accordingly to show only the amount of records for that particular month.

As a rule of thumb, the ID number should only be used for purposes of counting how many records you have in the database. It shouldn't be used to keep track of records. The database does that for you.

Q:
I've received a very cryptic error message. What did I do wrong?
A:
It depends on the error message. You may not have done anything wrong, per se. You may just have discovered a bug in the MAR. If you've recieved an error such as the following one, please contact the administrator immediately!

ADODB.Recordset error 800a0bcd
<error in database>
/main.asp line 23

Please provide ALL information that was listed on the page that generated the error. Also, specify what you were doing when the error occurred, and your username.

If you've received an error when you try to make your entry, please read the error carefully. If it says that the record could not be inserted into the database because fields were left blank, you need to return to the previous page and correct your mistakes.

Q:
I have a question that's not listed here. How do I receive help?
A:
First, read through the list of questions again. Make sure that your question is not covered in this FAQ. Then, if all else fails, contact one of the following people:

Database administrator:
For questions regarding error messages, MAR functionality and other technical questions.

CDSSAP Administrator:
For questions regarding how entries should be made and questions concerning the data itself -- questions of a non-technical nature.