CMS Pro Maintenance User Guide

Table of Contents

Overview
Create Tables
Build Reports Table
Re-index Tables
Pack Tables
Purge Data
Data Dictionary


Overview

The CMS Pro Maintenance application provides utilities for creating and maintaining the CMS Pro database files. It is indented for use by the CMS superuser or another other person designated as the CMS Pro system administrator. The application's main menu screen is shown below.

Main menu buttons:

Create Tables Creates the CMS Pro database files and establishes the superuser account.
Build Reports Table Prepares the CMS Pro reporting system by populating the reports database table.
Re-index Tables Repairs outdated database index files. The system uses index files to increase performance.
Pack Tables Permanently removes already deleted records from the database files to reduce file size and increase performance.
Purge Data Permanently removes student and activity records for a specified date range.

Each of the buttons on the main menu displays an option screen; no system changes are made until a command is invoked from an option screen.

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Create Tables

The Create Tables screen allows you to create the CMS Pro database files. Once created, the system superuser can log in to the Administration application to create users and student records.

You may type in the name of the target database directory, or use the Select button to choose a directory. The database directory must meet the following requirements:

Use the Create Tables button to create the CMS Pro database files in the specified directory.

If CMS Pro database files exist in the specified directory when you click Create Tables, you will be prompted to overwrite the database files. If desired, make a backup of all files in the directory.

After the utility creates the database files, it establishes an account for the superuser. The superuser may then log in to the Administration application to create additional users and students.

In addition to the database files, the utility creates a file named CMS.INI in the database directory and establishes default settings.

Note: When closing the Create Tables screen, the application will display a prompt with the question "Do you wish to build the reports table now?". This prompt appears to aid you in building the contents of the reports table at the time you create the CMS tables. See Build Reports Table below for more information about the reports table and related requirements.

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Build Reports Table

The reports provided with CMS Pro are defined in a file named CMSRPTS.INI, a file that is copied to the selected program directory during installation. The file lists the reports available to the various CMS Pro applications and defines the default report options.

Before running reports in CMS Pro, you must transfer the report definitions from the CMSRPTS.INI file to a database table named CMSRPTS. This is typically a one-time procedure. However, it is also necessary to rebuild the reports table after any of the options in the CMSRPTS.INI file are changed by a system administrator; CMS Pro does not read nor write to the CMSRPTS.INI file.

Note: Copying the report definitions into a database file helps to protect student activity records and other CMS Pro data from unauthorized access.

In the Database directory field, specify the directory where the CMS Pro database files reside. Use the Select button next to the field to locate and select the directory name. The reports table must be located with the other CMS database tables for CMS Pro to use it.

In the Reports INI filename field, specify the path and filename to the reports INI file. The default filename is CMSRPTS.INI. Use the Select button next to the field to search for and select the file.

Use the Build Reports Table button to start the process of copying report options from the CMSRPTS.INI file to the CMSRPTS table. When the process completes, all CMS Pro users will be able to utilize the reporting capabilities of the system.

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Re-index Tables

CMS Pro creates and maintains database index files to enhance the performance of database operations. During heavy multi-user access, one or more of the index files may become outdated. If this occurs, a notification message appears that indicates "index out of date". Use the Re-index Tables button from the Re-index Tables screen to rebuild the index files.

Note: The Re-index Tables operation will fail if either the Student or Administration application is connected to the set of database files to be re-indexed. You should instruct all CMS Pro users to close the Student or Administration application before proceeding or conduct this operation outside of business hours.

In the Database directory field, specify the directory where the CMS Pro database files reside. Use the Select button to locate and select the directory name.

Use the Re-index Tables button to start rebuilding the CMS Pro database index files. The operation may take several minutes. A notification screen will appear when the operation is complete.

Once the Re-index Tables operation completes, users may login to the Student or Administration applications and resume their use of the system.

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Pack Tables

The dBase file format, when used by CMS Pro, does not automatically remove deleted records from the tables. It just marks them as deleted and retains them in the table file. Over time as there have been many added and deleted records, the file size continues to grow. The CMS Pro operation called Pack Tables removes the deleted records from these tables and reduces the size of the file. This will also improve database performance, as you are working with smaller files after the Pack operation is complete.

Note: It is strongly recommended to back up the database files before running the Pack Tables operation. The Pack Tables operation will fail if either the Student or Administration application is connected to the set of database files to be packed. You should instruct all CMS Pro users to close the Student or Administration application before proceeding or conduct this operation outside of business hours.

In the Database directory field, specify the directory where the CMS Pro database files reside. Use the Select button to locate and select the directory name.

Use the Pack Tables button to start packing the CMS Pro database table files. The operation may take several minutes. A notification screen will appear when the operation is complete.

Once the Pack Tables operation completes, users may login to the Student or Administration applications and resume their use of the system.

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Purge Data

The Purge Data screen provides the ability to remove unwanted students and student activity records from the CMS Pro system. By occasionally purging outdated records, you can increase system performance when managing student records and running reports.

From the main menu, click Purge Data to display the Purge Data screen.

In the Database directory field, specify the name of the directory where the CMS Pro database files reside. Use the Select button to locate and select the directory name.

In the Purge Data section, select the type of records to purge, Student Records or Activity Records. These options are described below.

Purge Student Records

Select the Student Records option to permanently remove the specified students and related activity from the CMS Pro database. The students removed are those who have not logged in to the CMS Pro Student Access module since the specified date and time. For example, to remove students who have not logged in for 60 days, subtract 60 days from the current date and enter that date into the Date field. In the Time field, enter 00:00:01 to indicate one minute after midnight on the specified day, or enter a different time as necessary.

Use the Purge button to start the removal of the student records.

Note: The Student Records purge operation removes records from four CMS Pro database files, USER, STUDENT, ST_GROUP, and ACTIVITY.

Purge Activity Records

Select the Activity Records option to permanently remove the specified activity records, including assignments and scores, from the CMS Pro database. The activity records removed are those that have not been updated since the specified date and time. For example, to remove activity records where no course activity has taken place for the past 60 days, subtract 60 days from the current date and enter that date into the Date field. In the Time field, enter 00:00:01 to indicate one minute after midnight on the specified day, or enter a different time as necessary.

Use the Purge button to start the removal of the student records.

Note: The Activity Records purge operation removes records from the ACTIVITY database file.

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Data Dictionary

CMS Pro creates and maintains database files or tables that contain the data for the system. There are nine tables used in CMS Pro and the definition of each is detailed in the CMS Pro User Guide.

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CMS Pro Maintenance User Guide
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