CMS Pro CS Maintenance User Guide

Table of Contents

Overview
Build Reports Table
Purge Data
Data Dictionary


Overview

The CMS Pro CS Maintenance application provides utilities for maintaining the CMS Pro database tables. It is intended for use by the CMS superuser or another other person designated as the CMS Pro system administrator. To access the system, the superuser password is required.

After logging in, the main menu is available to the superuser. The application's main menu screen is shown below.

Main menu buttons:

Build Reports Table Prepares the CMS Pro reporting system by populating the reports database table.
Purge Data Permanently removes student and activity records for a specified criteria settings and 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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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 table helps to protect student activity records and other CMS Pro data from unauthorized access.

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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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 By occasionally purging outdated records, you can increase system performance when managing student records and running reports.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 Purge Record Type section, select the type of records to purge, Student Records or Activity Records. These options are described below.

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 meet the selection criteria and have not been updated since the specified date and time. A description of each selection criteria follows:

The Activity Status criteria allows the user to select to include in the selection set only Archived activity records, both Archived and Completed activity records or all matching activity records (archived, completed, started and not started). Archived records contain information about previously completed course activity for a student where the course has been assigned again to that student.

The group criteria allows the user to select activity to purge for students who belong to a group of either the selected group type or group name. To select by group type for this criteria, click the arrow on the Group Type drop-down box and select the desired group type and proceed without selecting a group name. Students assigned to groups of the selected group type will be included in the selection set. To select by group name, click the arrow on the Group Name drop-down box and select the desired group name. You may select a group type first to reduce the size of the group name list to those within the selected group type. Only students assigned to the selected group will be in the selection set.

The Student criteria allows the user to select activity to purge based on students matching the selected Search By criteria and the Search For information entered by the user. The Search By selection choice include:

To set the student criteria, the user would first click the arrow of the Search By drop-down box and select the desired Search By item. Then the user would click the arrow of the Search By drop-down box and select the desired Search For item from the list of items that are valid for the Search By selection.

To set the Last Activity criteria, first select either a date or time part and use the up and down arrows to set the desired value. You can directly enter the number if you prefer. Repeat this for each date part and time part until the date and time desired is set. 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 activity records. This brings up the Purge Activity Records page that shows a list of activity by students and courses that match your selection criteria.

You are able to browse the list to review the selection and remove selected student activity from that list before the purge process takes place. To remove activity from the purge list, select (highlight) the activity line to remove and click the Remove From List button. Repeat as necessary. When the list is satisfactory, click the OK button to proceed with the Purge Student Records process.

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

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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 match the selection criteria and have not logged in to the CMS Pro Student Access module since the specified date and time. A description of each selection criteria follows:

The Student Status criteria allows the user to select to include only Active students , only Inactive students or Both active and inactive students in the selection set. An Active student is one with the Active check box checked on the student information screen.

The group criteria allows the user to select students to purge based on either group type or group name. To select by group type for this criteria, click the arrow on the Group Type drop-down box and select the desired group type and proceed without selecting a group name. Students assigned to groups of the selected group type will be included in the selection set. To select by group name, click the arrow on the Group Name drop-down box and select the desired group name. You may select a group type first to reduce the size of the group name list to those within the selected group type. Only students assigned to the selected group will be in the selection set.

The Student criteria allows the user to select students to purge based on the selected Search By criteria and the Search For information entered by the user. The Search By selection choice include:

To set the student criteria, the user would first click the arrow of the Search By drop-down box and select the desired Search By item. Then the user would click the arrow of the Search By drop-down box and select the desired Search For item from the list of items that are valid for the Search By selection.

To set the Last Activity criteria, first select either a date or time part and use the up and down arrows to set the desired value. You can directly enter the number if you prefer. Repeat this for each date part and time part until the date and time desired is set. 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. This brings up the Purge Student Records page that shows a list of the students that match your selection criteria.

You are able to browse the list to review the selection and remove selected student from that list before the purge process takes place. To remove a student from the list, select (highlight) the student and click the Remove From List button. Repeat as necessary. When the list is satisfactory, click the OK button to proceed with the Purge Student Records process.

Note: The Student Records purge operation removes records from four CMS Pro database tables, USERS, STUDENTS, ST_GROUP, and ACTIVITY.

Data Dictionary

CMS Pro CS utilizes database tables that contain the data for the system. There are ten tables used in CMS Pro CS and the definition of each is detailed in the CMS Pro CS Installation Guide.

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CMS Pro CS Maintenance User Guide
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