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Edition:
20 January 2009
(N) INSTALLING AND USING “HEMIS"
(DEPARTMENT USE ONLY)
WHAT'S NEW IN
THESE INSTRUCTIONS
Create
reports../..STUD summary report (Student collection)
Create
reports../..CREG summary report (Student collection)
Create
reports../..PROF summary report (Student collection)
Create
reports../..SFTE summary report (Student collection)
HELP MENU
ITEMS (Student and Staff collections)
Help../..Collection
specifications
Help../..Contacts for assistance
1.1 This document provides information that will enable the
Department to run the application "HEMIS". This is a software product which will operate
on stand-alone PCs under 32-bit Windows operating systems (e.g. Windows 95,
Windows 98, Windows 2000, Windows ME).
HEMIS is an application that will only function on a stand-alone PC; it will not
function across a LAN.
1.2 HEMIS is not used by institutions, but is used by the
Department to generate national summary reports from the Access databases that
institutions provide to the Department as their returns for the unit record
Student and Staff collections.
1.3 HEMIS has functionality that enables it to be used for both
of the Student and Staff unit record collections. Toggling between the Student and Staff
functionality is done through the Defaults menu option, as is toggling between
submission types and years. In addition,
the Defaults menu allows the user to select one or more institutions for which
data are to be included in the reports to be generated.
1.4 There is functionality in each of HEMIS’s summary report forms
which enables data from the VALPAC.Net institutional databases to be loaded
into HEMIS’s national databases named DSTUD, DCREG, DPROF and DSFTE. When this functionality is exercised in
HEMIS, it attaches a number of “derived” tables which need to exist already
within each institution’s Access database.
Those derived tables are generated by VALPAC.Net as by-products when the
following VALPAC.Net functionality is exercised:
|
VALPAC.Net
FUNCTION WHICH GENERATES THE DERIVED TABLE IN A VALPAC.Net DATABASE |
NAME OF
THE DERIVED TABLE CREATED BY VALPAC.Net |
PRIMARY
TABLE USED IN CREATING THE DERIVED TABLE WITHIN VALPAC.Net |
|
Create reports../..CREG
summary report OR Create reports../..Credit
reports (any one of those reports will
generate CREGFINAL) |
CREGFINAL |
CREG table in Student collection database |
|
Create reports../..STUD
summary report |
STUDFINAL |
STUD table in Student collection database |
|
Create reports../..PROF
summary report |
PROFFINAL |
PROF table in Staff collection database |
|
Create reports../..SFTE
summary report |
SFTEFINAL |
SFTE table in Staff collection database. |
1.5 When the “load to national database” functionality is
exercised in HEMIS, the application creates for the particular year and
submission type an empty “national database”.
These databases are named DSTUD, DCREG, DPROF or DSFTE. Then for each institutional VALPAC.Net
database in turn, the application “attaches” to the relevant derived table
(STUDFINAL, CREGFINAL, PROFFINAL or SFTEFINAL) in the VALPAC.NET database and
adds the content of that table to a table named DSTUD, DCREG, DPROF or DSFTE,
in the HEMIS national database of the same name. After adding the content of the attached
table for an institution to the national database HEMIS then unattaches the table.
.
1.6 In each national database for a particular year and
submission type there is only ever one table, named DCREG or DSTUD or DPROF or
DSFTE, containing data for all institutions for which data were loaded from the
institutional VALPAC.Net databases. For
instance, the national database which would be created in HEMIS from
institutional VALPAC.NET databases’ CREGFINAL tables for submission 1, 2000
would be:
<drive>:\HEMIS\2000\SUB1\DCREG.MDB
and in that database, there would be one table named DCREG.
1.7 In creating any national database and during subsequent
operations, HEMIS also attaches reference databases which are part of the
VALPAC.NET application:
·
ReferenceDatabase.mdb for the particular
year
·
UserDataBase.mdb
1.8 After a national database has been created, it has none of
the VALPAC.NET institutional database tables attached to it. Because those tables are unattached, if
changes are made to institutional database tables then the HEMIS national
database will NOT be updated automatically.
To update the HEMIS national database, the user would need to close
VALPAC.NET, open HEMIS, then run a HEMIS summary
report function with the “Reload institutions to national database first” checkbox
checked. The reloading would have to be
done separately for each of the DSTUD, DCREG, DPROF and DSFTE databases for the
relevant year and submission.
1.9 Because HEMIS requires access to reference database tables
which the VALPAC.NET application also needs to access, is not possible to run
both applications at the same time.
Therefore, make sure to Exit from the one application before loading the
other application.
1.10 HEMIS is useable for all submissions for all years,
commencing with Submission 1, 1999 for the Student collection and the 2000
submission for the Staff collection.
1.11 For the Student collection, in any one year only two DSTUD
and two DCREG national databases can be created. One of these would be the one created when
the HEMIS Default submission is set at the “first sub”. The other would be the one created when the
Default submission is set at “2nd or 3rd sub”:
·
If the HEMIS default is set at
“first sub”, then HEMIS will use the relevant derived table (STUDFINAL or CREGFINAL) for each
institution from their the 1st submission
VALPAC.NET database when creating the national database.
·
If the default is “2nd
or 3rd sub” then HEMIS will see if there is a relevant derived table
(STUDFINAL or CREGFINAL) in the VALPAC.NET 3rd submission database
for an institution, if there is such an institutional VALPAC.NET database in
existence. If such a derived table is
found in the 3rd submission VALPAC.NET database for the institution,
it is loaded to the HEMIS national database.
However, if HEMIS does not find the derived table in the 3rd
submission database for the institution, the application will then see if there
is a relevant derived table in the 2nd submission VALPAC.NET
database for the institution, and will load that if it is found. Note that if HEMIS loads data from a 3rd
submission VALPAC.NET database for an institution, it will then ignore the 2nd
submission database for the institution, if there is one.
1.12 For the Staff collection, there only one submission, so the
comments in paragraph 1.11 do not apply to that collection.
1.13 During loading of the data for a particular institution, year
and submission type from an institutional VALPAC.NET database table, if there
is no relevant table (CREGFINAL, STUDFINAL, PROFFINAL or SFTEFINAL) found in
the VALPAC.NET database for the institution, HEMIS cannot load any data for
that institution into the relevant national database table (DSTUD, DCREG, DPROF
or DSFTE). Similarly, if there is no
VALPAC.NET database found for an institution then HEMIS cannot load any data
for that institution into the relevant national database table (DSTUD, DCREG,
DPROF or DSFTE).
1.14 A consequence of the matters pointed out in paragraph 1.13 is
that the national databases created by HEMIS for a particular year and
submission may not contain data for the same institutions or for all
institutions. When HEMIS loads data into
a national database it simply loads the derived tables that it is able to find
in whatever institutional VALPAC.NET databases it can find. For example, in the DSTUD database for the
2000 first submission, there may be 30 institutions, but there may be only 25
institutions in the DCREG database for the 2000 first submission. Similarly, in the DSTUD database for the 2000
“2nd or 3rd” submission, there could be only 20
institutions, with Sub 2 data for 18 institutions and Sub 3 data for an
additional 2 institution.
1.15 When HEMIS loads data from the institutional VALPAC.NET
databases into the national database for a particular year, submission type
(“first”, or “2nd or 3rd”),
and table (DSTUD, DCREG, DPROF or DSFTE), it deletes the database that exists
already (if one does exist) and creates a new empty database. In that new database it loads the data from
the relevant table (STUDFINAL, CREGFINAL, PROFFINAL or SFTEFINAL) for EVERY
institution it can find. It is NOT
possible to load data for just one or a few institutions – HEMIS can only load
the derived data tables for ALL institutions for which VALPAC.NET databases can
be found.
1.16 HEMIS loads data from the derived tables (STUDFINAL,
CREGFINAL, PROFFINAL or SFTEFINAL) it is able to find in the institutional
VALPAC.NET databases, irrespective of whether or not
those derived tables are up to date.
Therefore, the user must make sure that the derived tables in the
institutional VALPAC.NET databases are up to date. This can be achieved by creating the STUD or
CREG or PROF or SFTE summary reports in VALPAC.NET.
1.17 In addition, the user must make sure that the derived tables (STUDFINAL,
CREGFINAL, PROFFINAL and SFTEFINAL) were created using a version of VALPAC.NET
that is compatible with the version of HEMIS that is being used. If a new version of VALPAC.NET is installed,
the derived tables (STUDFINAL, CREGFINAL, PROFFINAL and SFTEFINAL) should be
forcibly regenerated through recreating the STUD and CREG summary reports in
VALPAC.NET, with the “Regenerate derived table for this year” option checked,
or for the Staff collection, by simply generating a PROF and SFTE summary report. In regenerating any such report, it is
sufficient to generate output for just one element; don’t bother to check all the possible
elements. Filter settings have no impact
on the generation of the derived data tables and can be ignored.
2.1 To install HEMIS the user must:
(a) Ensure that the version of VALPAC.NET that is installed on
<drive> is up to date. If it is
not up to date, copy the latest version of the executable file VALPAC.NET.EXE
into this folder:
<drive>:\VALPAC.NET\
The
drive <drive>must be a local drive on the PC workstation, NOT a drive on
a LAN server.
(b) Ensure that the relevant VALPAC.NET institutional database
derived tables (CREGFINAL, STUDFINAL, PROFFINAL and SFTEFINAL) have been
created through a version of VALPAC.NET that is compatible with the version of
HEMIS that is being installed. If any of
these tables does not exist or have been created through an incompatible
version of VALPAC.NET they must be generated for the first time using the most
recent version of VALPAC.NET, or regenerated using the most recent version of
VALPAC.NET. If the derived tables were
created using an incompatible version of VALPAC.NET then HEMIS will not be able
to create the national databases.
(c) The derived tables required may be generated or regenerated
using the VALPAC.NET functions referred to above in paragraphs 1.16 and
1.17.
(d) Create these folders on the same drive that VALPAC.NET is
installed on:
<drive>:\HEMIS\
<drive>:\HEMIS\1999\sub1\
<drive>:\HEMIS\1999\sub2or3\
<drive>:\HEMIS\2000\sub1\
<drive>:\HEMIS\2000\sub2or3\
<drive>:\HEMIS\2001\sub1\
<drive>:\HEMIS\2001\sub2or3\
<drive>:\HEMIS\2002\sub1\
<drive>:\HEMIS\2002\sub2or3\
<drive>:\HEMIS\2003\sub1\
<drive>:\HEMIS\2003\sub2or3\
<drive>:\HEMIS\2004\sub1\
<drive>:\HEMIS\2004\sub2or3\
<drive>:\HEMIS\2005\sub1\
<drive>:\HEMIS\2005\sub2or3\
<drive>:\HEMIS\2006\sub1\
<drive>:\HEMIS\2006\sub2or3\
<drive>:\HEMIS\2007\sub1\
<drive>:\HEMIS\2007\sub2or3\
<drive>:\HEMIS\2008\sub1\
<drive>:\HEMIS\2008\sub2or3\
<drive>:\HEMIS\2009\sub1\
<drive>:\HEMIS\2009\sub2or3\
<drive>:\HEMIS\20010\sub1\
<drive>:\HEMIS\20010\sub2or3\
(e) Copy the executable file named HEMIS.EXE into this folder:
<drive>:\HEMIS\
(f) Through Windows Explorer, create a shortcut to the file
<drive>:\HEMIS\HEMIS.EXE Place
the shortcut on your desktop.
2.2 HEMIS uses a number of the OCX’s and DLL’s that are
installed when VALPAC.NET is installed.
It does not require the installation of any additional OCX’s or
DLL’s.
2.3 Viewing and printing of HEMIS reports can be done through
HEMIS at the time they are created, using Formula1 functionality built into
HEMIS. If the user wishes to save a
HEMIS report for use later, this saving can also be achieved through HEMIS
functionality. HEMIS reports are saved
as Excel version 5 files, the names for which the user can specify to suit themselves. To view
or print saved reports later, this can be done simply by loading the Excel file
into Excel. Once in Excel, the user can
amend the report if required, then print it from
within Excel. Numbers shown in the
reports are not text, but are actual numbers on which arithmetic operations can
be performed.
2.4 To run HEMIS, make sure to Exit from VALPAC.NET if you have
it running, then double-click on the shortcut icon for
HEMIS.
3. WHAT'S NEW IN THESE INSTRUCTIONS
3.1 This is the first
version of these instructions .
4.1 Close VALPAC.NET if it is open by Exiting
it.
4.2 Start the HEMIS application by double-clicking on the HEMIS
icon which was placed by you on your desktop.
4.3 When the Login user form appears, select "ADMIN"
as the User, and enter "1234" (without quotes) as the Password. Then click on the [Login this user]
button. This means that your selected
user name is ADMIN.
4.4 The main menu form will appear.
4.5 Through the Defaults function:
·
Select the Collection (Student or
Staff), Year, Submission number (either “First sub”, or “2nd or 3rd
sub”).
·
Make sure that the institutions
that are checked in the “include?” column of the institution grid include at
least some that you know have derived tables in the VALPAC.NET databases for
the institutions. “Select all” can be
selected safely because if HEMIS does not find a database for a selected
institution, it will simply ignore the checked box for that institution.
·
Exit that form.
4.6 You will then be able to exercise all the HEMIS menu
options. Much of the functionality of
HEMIS is self-evident. The following
notes explain aspects that may not be self-evident.
File../..Exit (Student and Staff collections)
Exits
HEMIS and purges any non-essential temporary database tables.
Create reports../..STUD summary report (Student collection)
This
function generates a summary report from the national database’s DSTUD table
for the default year and submission type.
Data are tabulated by institution, with each institution’s data
appearing as column information. In
addition data for a “TOTAL” column is calculated. The institutions for which data will be
reported is determined by two factors:
(a) What institutions’ data have actually been loaded into the
national database’s DSTUD table.
(b) What institutions have been checked in the institution grid
visible in the Defaults form. If an institution’s data have not been loaded
to the database table, the fact that it is checked in the grid will be ignored
by HEMIS, because there will be no data to tabulate.
The
report gives counts of values which appear in the data for a limited range of
"base elements" relating to student/qualifications which are reported
in the records in the DSTUD table.
The
report also gives counts for a number of "derived
elements" (e.g. age in years, which is derived from date of
birth).
The
data tabulated can be a count of all student/qualification records or a
“headcount” comprising an unduplicated count of students rather than
student/qualifications.
The
function can be used to generate the report for a filtered subset of records in
the DSTUD table. Examples of subsets
include: only undergraduate
qualification types;
only first-time entering students; only South African citizens. The subset can be defined in terms of one of
these dimensions, singly or in combination:
·
Qualification level
·
Qualification fulfilled status
·
Qualification approval status
·
Entrance category
·
Citizen-resident status
·
Race
·
Gender
To select a filtered subset of data, click on
the drop-down black triangles, then select a subset
option from those that are listed. It is
possible for you to select a subset that is the product of a combination of
more than one dimension. For example you
could include in the summary report headcount data for just undergraduate
qualifications, undertaken by first-time entering students who are South
African Citizens. In other words, the
subset specifications operate as AND conditions.
To
generate the summary report:
·
Select any or all of the elements
for which data are to be generated. Make
sure to select at least one element
·
Select the basis for
counting: “All” student/qualifications
or a “headcount”.
·
If required, set one or more of
the filter options.
·
If required, check the “Reload
institutions to national database first” checkbox.
·
Hit [Make report].
If
the “Reload” option is checked, VALPAC.NET will reload data from all the
available VALPAC.NET institutional database tables named STUDFINAL. Prior to doing that, HEMIS first of all
deletes any existing DSTUD database for the default year and submission type
(“first”, or “2nd
or 3rd”). It then creates an new empty DSTUD database for the year and submission
type. Into that new database it than
loads the data from the derived STUDFINAL table from every institutional
VALPAC.NET database it can find for the year and submission. Note that it is NOT possible to load data for
just one or a few institutions – HEMIS can only load the data from the STUDFINAL tables for
ALL institutions for which VALPAC.NET databases can be found.
The
generation of the report may be stopped by hitting [Stop making report].
When
the report has been generated it will be shown on the screen. It can then pr printed by hitting the [Print
report button].
The
report is NOT saved automatically. To
save the report hit [Save report]. Then
specify the path and file name for the file to be created. The file created will be an Excel version 5
file, which can be viewed, manipulated or printed later outside HEMIS.
Create reports../..CREG
summary report (Student collection)
This
function generates a summary report from the national database’s DCREG table
for the default year and submission type.
Data are tabulated by institution, with each institution’s data
appearing as column information. In
addition data for a “TOTAL” column is calculated. The institutions for which data will be
reported is determined by two factors:
(a) What institutions’ data have actually been loaded into the
national database’s DCREG table.
(b) What institutions have been checked in the institution grid
visible in the Defaults form. If an institution’s data have not been loaded
to the database table, the fact that it is checked in the grid will be ignored
by HEMIS, because there will be no data to tabulate.
This
function generates a report giving sums of values which appear in the data for
a limited range of "base elements" relating to course registrations
which are in the DCREG table.
The
report also generates sums for a number of "derived
elements" (e.g. Type of science category).
While
the Student summary report generates counts of student/qualifications or
student headcounts, the CREG summary reports does thing
differently. It reports sums of
credit values which relate to the course registration records in the
VALPAC.NET databases’ CREG tables. For
each DCREG record for which data are included in the report, the function
accumulates one of these three values in the sum reported in the appropriate
cell of the report:
·
if the "Course credit (E036)" option is selected, the value of Element 036 (Course credit value) is the value
included in the summing.
·
if the "Funded credit (E512)" option is selected the value of Element 512 (Aggregated credit value all funded
courses) is the value included in the summing.
·
if the "Compl. funded
credit (E513)" option is selected the value of Element 513 (Aggregated credit value for completed
funded courses) is the value included in the summing.
The
function has an option for generating the report for a filtered subset of
records in the DCREG table. Examples of
subsets include: Only undergraduate
qualification types;
Only first-time entering students; only South African citizens. The subset can be defined in terms of one or
more of these dimensions:
·
Qualification level group
·
Qualification fulfilled status
·
Qualification approval status
·
Course approval status
·
Course completion status
·
Funding status
·
Entrance category
·
Citizen-resident status
·
Race
·
Gender
To select a filtered subset of data, click on
the drop-down black triangles, then select a subset
option from those that are listed. It is
possible for you to select a subset that is the product of a combination of
more than one dimension. For example you
could include in the summary report headcount data for just undergraduate
qualifications, undertaken by first-time entering students who are South
African Citizens. In other words, the
subset specifications operate as AND conditions.
To
generate the summary report:
·
Select any or all of the elements for
which data are to be generated. Make
sure to select at least one element.
·
Select the basis for summing: “All credit (E036)” or “Funded credit
(E512)”, or “Compl. funded
credit (E513)”.
·
If required, set one or more of
the filter options.
·
If required, check the “Reload
institutions to national database first” checkbox.
·
Hit [Make report].
If
the “Reload” option is checked, VALPAC.NET will reload data from all the
available VALPAC.NET institutional database tables named CREGFINAL. Prior to doing that, HEMIS first of all
deletes any existing DCREG database for the default year and submission type
(“first”, or “2nd
or 3rd”). It then creates an new empty DCREG database for the year and submission
type. Into that new database it than
loads the data from the derived CREGFINAL table from every institutional
VALPAC.NET database it can find for the year and submission. Note that it is NOT possible to load data for
just one or a few institutions – HEMIS can only load the data from the CREGFINAL tables for
ALL institutions for which VALPAC.NET databases can be found.
The
generation of the report may be stopped by hitting [Stop making report].
When
the report has been generated it will be shown on the screen. It can then pr printed by hitting the [Print
report button].
The
report is NOT saved automatically. To
save the report hit [Save report]. Then
specify the path and file name for the file to be created. The file created will be an Excel version 5
file, which can be viewed, manipulated or printed later outside HEMIS.
Create reports../..PROF
summary report (Staff collection)
This
function generates a summary report from the national database’s DPROF table
for the default year and submission type.
Data are tabulated by institution, with each institution’s data
appearing as column information. In
addition data for a “TOTAL” column is calculated. The institutions for which data will be
reported is determined by two factors:
(a) What institutions’ data have actually been loaded into the
national database’s DPROF table.
(b) What institutions have been checked in the institution grid
visible in the Defaults form. If an institution’s data have not been loaded
to the database table, the fact that it is checked in the grid will be ignored
by HEMIS, because there will be no data to tabulate.
The
report gives counts of values which appear in the data for a limited range of
"base elements" relating to staff member/personnel category records
which are reported in the records in the DPROF table.
The
report also gives counts for a number of "derived
elements" (e.g. age in years, which is derived from date of
birth).
The
data tabulated can be a count of all staff member / personnel category records,
or a “headcount” comprising an unduplicated count of staff members.
The
function can be used to generate the report for a filtered subset of records in
the DPROF table. Examples of subsets
include: only permanent staff; only full-time
staff; only South African citizens. The subset can be defined in terms of one of
these dimensions, singly or in combination:
·
Personnel category
·
Permanent/temporary status
·
Full-time/part-time status
·
Joint appointment status
·
Citizen-resident status
·
Race
·
Gender
To select a filtered subset of data, click on
the drop-down black triangles, then select a subset
option from those that are listed. It is
possible for you to select a subset that is the product of a combination of
more than one dimension. For example you
could include in the summary report headcount data for just permanent staff
working full-time, who are South African Citizens. In other words, the subset specifications
operate as AND conditions.
To
generate the summary report:
·
Select any or all of the elements
for which data are to be generated. Make
sure to select at least one element.
·
Select the basis for
counting: “All” staff member/personnel
category records or a “headcount” of staff members.
·
If required, set one or more of
the filter options.
·
If required, check the “Reload
institutions to national database first” checkbox.
·
Hit [Make report]. HEMIS generates any derived elements that are
required as it processes the data.
If
the “Reload” option is checked, VALPAC.NET will reload data from all the
available VALPAC.NET institutional database tables named PROFFINAL. Prior to doing that, HEMIS first of all
deletes any existing DPROF database for the default year. It then creates an
new empty DPROF database for the year.
Into that new database it than loads the data from the derived PROFFINAL
table from every institutional VALPAC.NET database it can find for the
year. Note that it is NOT possible to
load data for just one or a few institutions – HEMIS can only load the data from
the PROFFINAL tables
for ALL institutions for which VALPAC.NET databases can be found.
The
generation of the report may be stopped by hitting [Stop making report].
When
the report has been generated it will be shown on the screen. It can then pr printed by hitting the [Print
report button].
The
report is NOT saved automatically. To
save the report hit [Save report]. Then
specify the path and file name for the file to be created. The file created will be an Excel version 5
file, which can be viewed, manipulated or printed later outside HEMIS.
Create reports../..SFTE
summary report (Staff collection)
This
function generates a summary report from the national database’s DSFTE table
for the default year and submission type.
Data are tabulated by institution, with each institution’s data
appearing as column information. In
addition data for a “TOTAL” column is calculated. The institutions for which data will be
reported is determined by two factors:
(a) What institutions’ data have actually been loaded into the
national database’s DSFTE table.
(b) What institutions have been checked in the institution grid
visible in the Defaults form. If an institution’s data have not been loaded
to the database table, the fact that it is checked in the grid will be ignored
by HEMIS, because there will be no data to tabulate.
While
the PROF summary report generates counts of staff member/personnel
category records, the SFTE summary report does thing differently. It reports sums of FTE values which
relate to records in the VALPAC.NET databases’ SFTE tables. For each DSFTE record for which data are
included in the report, the function accumulates sums of values reported for
Element 043 (Staff FTE value).
This
function generates a report giving sums of values which appear in the data for
a limited range of "base elements" relating to records which are in
the DSFTE table.
The
report also generates sums for a number of "derived
elements" (e.g. Age in years).
The
function can be used to generate the report for a subset of records in the
DSFTE table. Examples of subsets
include: only permanent staff; only full-time
staff; only South African citizens. The subset can be defined in terms of one of
these dimensions, singly or in combination:
·
Personnel category
·
Staff programme
·
Permanent/temporary status
·
Full-time/part-time status
·
Joint appointment status
·
Citizen-resident status
·
Race
·
Gender
To select a subset of data, click on the
drop-down black triangles, then select a subset option
from those that are listed. It is
possible for you to select a subset that is the product of a combination of
more than one dimension. For example you
could include in the summary report headcount data for just permanent staff
working full-time, who are South African Citizens. In other words, the subset specifications
operate as AND conditions.
To
generate the summary report:
·
Select any or all of the elements
for which data are to be generated. Make
sure to select at least one element.
·
If required, set one or more of
the filter options.
·
If required, check the “Reload
institutions to national database first” checkbox.
·
Hit [Make report]. HEMIS generates any derived elements that are
required as it processes the data.
If
the “Reload” option is checked, VALPAC.NET will reload data from all the
available VALPAC.NET institutional database tables named SFTEFINAL. Prior to doing that, HEMIS first of all
deletes any existing DSFTE database for the default year. It then creates an
new empty DSFTE database for the year.
Into that new database it than loads the data from the derived SFTEFINAL
table from every institutional VALPAC.NET database it can find for the year. Note that it is NOT possible to load data for
just one or a few institutions – HEMIS can only load the data from the SFTEFINAL tables for
ALL institutions for which VALPAC.NET databases can be found.
The
generation of the report may be stopped by hitting [Stop making report].
When
the report has been generated it will be shown on the screen. It can then pr printed by hitting the [Print
report button].
The
report is NOT saved automatically. To
save the report hit [Save report]. Then
specify the path and file name for the file to be created. The file created will be an Excel version 5
file, which can be viewed, manipulated or printed later outside HEMIS.
This
function enables users to select the Collection (Students or Staff), Submission
number, and Year. The submission number
choices are “First
sub” and “2nd or 3rd sub”.
The
function also allows the user to select the institutions for which data are to
be included in the summary reports. If
an institution is selected (by the “include?” checkbox being checked) and there
are no records for the institution in the HEMIS database, the check is ignored.
The
institutions that are checked have no effect at all on what institutions’ data
will be loaded into the HEMIS database.
The checks only affect which of the LOADED institutions will have data
appearing in a summary report.
8. HELP MENU ITEMS (Student and Staff collections)
Help../..Collection
documentation
This
enables users to access the complete specifications for the collection.
Help../..Contacts for assistance
This
provides details about contact persons.
This
provides details about the developers of the HEMIS application.