College Course – Intro To Computers

All through college I kept Special Education as my major. I decided to be a coach and to be a coach I had to be a teacher. The best way for me to get a teaching job was to go into Special Education (As much as I would rather had been a gym teacher.). I don’t remember if the Intro To Computers  was part of my major or an elective. It was offered through the Elementary Education Department.

 

Had a good professor who was pretty interested in computers but not in a techno-geeky way. His passion was probably more for teaching and computers were an interest. He actually tried to teach. There was a concern that the student learned something and were not being put up to a test. I didn’t realize how competitive a real computer class would be like those in the Computer Science Departments. We leanred to operate and evaluate software. The Apple II (With some letter version ‘c’ or ‘e’. I wasn’t much a hardware guy back then either) was the computers of choice for education back in the early 80′s. They came with dual 5.5" floppy drives. I think I put every file I ever created on one disk.

 

Some of the educational software had game components that were a reward for doing the lesson. One key point we learned was not to create any visual or auditory reward for getting an answer wrong. We might think that the kids wouldn’t want to see their plan crash due to a failure to calculate a math problem, but if you make the plan crash look too cool, they’ll get the problem wrong on purpose. This is where I also discovered the word processor. I think this device saved my educational career and actually has led to my love of writing.

Directories? On a floppy?

Remember floppies? Not much point in having a lot of directories; just get another floppy (And label it, and put it in one of those boxes…). We don’t bother with that any more. Directories make sense. They even look like little folders. That is today, but back in the ‘DOS Days’ they were pretty mysterious to me.

 

So how did I learn about them? They’re kind of abstract. Reading about them in a book and not having any use for them, just doesn’t cut it. The motivation is not there and this is too complicated. I never had any formal training on the subject. Then along came John Madden Football for the PC. Yes, it ran on floppies and if you wanted to load different teams or create your own playbooks, you had to know which directory to go to. So that’s what they’re for! Now I need to learn the cd.. , mdir, and embrace the back-slash. That’s the one that gets confused with the forward-slash (Not to be discovered until the internet thanks to those UNIX folks.).

 

The game had somewhat of a graphical interface to move around and load things. I wanted to copy a playbook and them make changes. This really brought out the coach in me. Each play had it’s own file. I could copy the file and tweek it for another play. No way was I going to build the play from scratch. The programmer/lazy computer user part of me just had to find better/more efficient ways.

 

Once hard drives became more common, this whole directoy & sub-directory thing made perfect sense to me. After all, I had John Madden Football on floppies.

The Atari 2600

My brother and I get an Atari 2600. I don’t remember if it was for Christmas or not. We got the game much later because Activision was already making games for it. I was surprised at how much more I lked all their sports games. I even wanted to send a best time in downhill skiing by taking a photo of the TV screen. Took the photo, but never sent it in.

 

I put a lot of time into this thing as I guess all kids do whether or not they turn out to be computer programmers. Many games I just about memorized how to win. With my extremely poor memory skills, I had to play quite a bit. It just seemed like a puzzle to be solved. Other games had computer opponents who were terrible. I mean I could just kick the computer’s ass in boxing. Turns out, I kicked about everyone’s ass I played.

 

The Decathelon was a game that presented physical factors into playing the game. The 100m dash; keep flipping the joystick back and forth as fast as you can for the 10-15 seconds it took to run the race. 400m Dash – 45-60 seconds. Blisters began to apear the first day. We tried wearing gloves. Vaseline on the joystick (Wow does that sound bad.). Nothing worked. Running the 1600 meters nearly killed you probably how it does most decathelites. Not sure why but I managed to take one of the joysticks apart and noticed some pretty simple connections. What would happend if I could use some other button system to over-ride this? My father, the avid electronic junk collector, had this old desk top calculator. The ones with the roll of paper that people in accounting still use to this day. It had large enough buttons. I cut them off the board. Nice little configuration of two buttons to simulate the back and forth/running with the joystick and another buttton set a little further apart to use for the jumping and throwing actions. I even found a plug and socket with enough connections to detach this when not in use. This came from an old operator switch board they were throwing out at US Steel and my father brought home for the parts (The cabinet became my work bench and one of the hundreds of parts ended up in my Atari joystick.).  Well this think worked. No more blisters. No more pain. I think I broke the world record in every event. Not really fair so the game was no longer a challenge.  

 

Then there was football. Early on I was not very good at Atari’s crappy version of football, but soon beat those who had more experience. Activision’s football had this idea that you told each player what to do (All 4 of them) instead of calling a set play. It was a lot more like sandlot football. "OK, everybody go deep on one. Horrible kid, you stay in and block." In our college room, I ruled this game. Finally, one of my friends finally beat me. Everyone was there. It was the Super Bowl of computer football. Could someone "finally" beat Jeff. It happened. My reign of terror was over. I don’t think anyone ever played again. What was the point?

Evernote – A great site.

Evernote  People would keep track of stuff if it were easier – Evernote does it.

 

Sounds like too basic of a concept to just be able to enter notes, but this is a great data gathering engine. Type a note (You should really do more of this to keep track of stuff.) or use a camera to upload a picture. This simple concept is handled very robustly.

 

Accessibility:  PC (with Synchronization capability if you are not connected = laptop on the road), browser (any device with Internet), or your cell phone (camera interface works great.).

 

Programmability: API and other stuff for the hardcore to hobby programmer.

 

Just check it out.

Software Off The Shelf

I’m currently working on adopting a new software application. Normally, I hate other people’s software since I don’t know what it really does nor can I make changes without the code. I guess that is an arguement for open source?

 

This application is very customizable. I can still dig into the database, create my own views and/or stored procedures and utilize them in the application to view data in a form, grid or with a report writer. Not bad. Currently, there is no functionality to add, delete or update any of that data. The workflow only handles a few business processes, so we can’t do a workflow for any HR related stuff like request & approve vacation time.

 

As open as their app is, I’m not sure we’ll be able to do everything we want. Our Access database is going to be replaced – Boo Hiss. I get to learn new programming and make excuses why we can no longer do just about anything.

 

There have been some release delays and we’re waiting to get everything configured. Implementation is a long way off (We must have it do absolutely everything before going live.) More on my take on Agile development preferences. I’ll keep you posted.

Documentation

I’ve become a better documenter because my memory is so terrible. I even created a ‘Notes’ database in Microsoft Access to track all the stuff that gets thrown at me on a new job. Please start doing the same!

 

Eventually, a good manager will expect you to know a few things along with providing documentation. Don’t wait for something to go wrong where a step was left out of some month end routine. You’ll be stuck in the meeting where no one wants to blame anyone, but they are dead-set on finding out who did it and how can we prevent if from happening again. Again, the purpose is not to blame anyone. This is where the need for procedure documentation will be required. 

 

Another instance will be when either you give the two weeks notice or someone else takes over a project you have been working on. The notice part is probably no big deal because you’re leaving anyway, but try to leave your position better off than you found it.  I have had many tasks on my plate with smaller companies where I am a programmer, but they see fit that I run reports, import data, check data etc.  My goal is to program this stuff so well that anyone can run it.  Especially someone other than me. Good coding will need to be accompanied by user documentation. Or you’ll get a million questions even after showing them how to do it 20 times (This happens because you forgot to tell them certain things.  "Oh, I forgot about the thing you have to do when that other thing messes up.")

 

Here is the biggest test for your documenation.  Write it up and then give the documentation to someone and see if they can execute it based on your instructions. Just watch over there shoulder with a copy and make notes on is when problems come up. For your first few times things will come up. 

 

Be generous with you screen shots.  Just keep taking them as you go along with the process when you are doing it. This is a huge help.

 

I know this sounds like common sense, but it is the putting of these things into practice is where it counts.

Access Tip: Reporting : Dynamic Control Source Setting

If you try to change the control source of an object on a report while printing or previewing you get an error. The only way this will work is to open the report in design mode (Do this from the code that runs the report.).  You can then reference the report Report!ReportName("ObjectName").ControlSource.  Make it equal to the name of the field you want. You may have to open this query in a recordset to find it. Close the report with a save. Then open the report in print or preview mode.

Multiple Database Disaster

The professor for my database class proclaimed, "There should only be one copy of your data not including backups." Sounds like the theory from his Ivory Tower, but the more I work with databases, I find this to be very true.

 

Do you find yourself needing ‘frozen’ copies of your database because you want to create reports on given periods? If continual data entry causes your reports to change, you have a design problem. Instead of relying on dates, another field is required to indicate the period. Once a period is closed-out, those entries NEVER get changed. Sorry, you have to make an adjustment in another period. Too much work, too bad. You’re the one who wants to keep the report the same.

 

Another scenerio is to use a copy of data to go into another application. Again, you have a copy. If things change, it creates discrepancies. You may think it won’t, but this is a big gamble. If you find you make a copy, so you can run reports without interfering with the live data, you either have a weak or poorly designed database/application.

 

A data warehouse may seem like an exception, but usually it is not an exact copy of your data. There may be summaries, historical slices of data, etc. Also, the movement of the data from live to the warehouse should be controled along with accessiblity and the structure of the reporting.

 

Don’t think this doesn’t apply to all those spreadsheets people have floating out there.  If it is report of data in a different version that is fine. Do not use spreadsheets to hold the data.

Importance of Business Information Part 3 Accuracy

Accuracy – are your data correct and complete? Missing information may decrease accuracy. Too much information that is not properly sorted out may cause this as well.

 

Once you have an understanding of what should go into a particular data field, what table that field belongs in and how your tables should be structured, you need to put tighter controls on data entry. Usually, this can also utilize controls like drop-down lists to make data entry easier along with being more accurate. Here is a list you should go through:

1. What type of data is needed? This usually falls under text, numbers or dates. Sometimes you need a memo field if you are trying to keep notes (This is not sortable so information you want to search and filter on should not be a memo.). True/False or boolean is often used, but has limits since you only have two choices. Also, most users don’t realize that ‘Null’ is the third choice and if not addressed can cause problems with queries that use this field as a criterian.
2. Is the data field required to have an entry before it can be saved? Make certain all the information to fill in required fields is available to the data entry person. You don’t want them getting half-way through and then having to cancel the entry because they don’t have the data for a required field. Or worse yet, they make something up in hopes of going back to it to correct. You may want to have a ‘Unknown’ or ‘Other’ as a choice in a pick list if it is required.
3. Do you have too many fields in a table that are rarely used? This is getting into normalization, but if this is the case, create another table and link the two together.  This can also cut down on form clutter by having this table on a separte form or tab.
4. If the data entry person is entering data from a paper form, try an have the data entry form look like the paper form. It can limit training time and make it easier to find things. A part-time person or temp should be able to enter this without much supervision assuming the person(s) filling out the paper form know what they are doing.
5. Run reports to check on data entegrity. Look for missing information or group on certain data fields in queries to see if anything looks out of the ordinary.
6. If you have select lists, give at least one user/admin the ability to add or edit items on the list. This can be very frustrating to have something to enter that you are forced to use a combo box and the item is not there nor do you have the ability to quickly add it.

Once you are done prototyping and testing your system, set your business rules and tighten up the data entry in your programs. This is much easier than having missing information on reports or having to make corrections.

Importance of Business Information Part 2 Accessibility

Accessibility – not only can you find the information from where ever you are, but is it easy to find and share with others.

 

Seems simple enough, but try this with file folders, paper forms, faxes, spreadsheets or even your QuickBooks file. Sorry, but the paper just has to go.

1. You probably created the documents on the computer in the first place; avoid the printer unless absolutely necessary.
2. Get a document management system on a network where everyone can reach it (Those that need it of course.). Companies that offer this service are cropping up.
3. Get a computer to be your fax machine. All you need is software that handles the phone line. You’re probably not using the modem for Internet access anymore. Versions for a server can hold the faxes until someone forwards them on to the proper owner in a larger company. This is what you receptionist is doing with the paper anyway. Why not have it come to your inbox on your computer. It is safe and easy work with and share.
4. Spreadsheets – If you find yourself making dozens of these with similar layouts and information (Maybe it is just for a different month/quarter.), it is time for a database. I recommend Access; that is a future blog.
5. Quickbooks – they have an online service now. All the data is kept on their system and you can access it anywhere on the web. Great for sharing with people outside the office. Maybe you could find a part-time book keeper if they could work from home. What a great way to share and have their work available to you instantly.

Email has probably become the most advanced in the area of accessibility for just about everyone. Web browser based email is probably the best at this. It is a shame Microsoft Outlook has so many features, but you may not be able to utilize it. Unless you drag it around on your laptop you are limited. Also, if you work with others and your mail server is not Microsoft Exchange, you could be missing out on collaborative features. Ever email someone a task, contact or calendar item? Great way to save time.  Microsoft has a beta program called Live Office. I’m impressed with the functionality (Drag and Drop and right-clicking on a browser based email account). They are getting closer.

 

A company and business partner wide database is the ultimate. If developed properly, the database can handle all of your data and make it available to whomever you see fit. For a sole proprietor, this just maybe sitting on your computer. This isn’t perfect, but can get the job done better than most applications. I’ll continue to talk more about this.

 

Big subject. These are a few ways to make your information more accessible. Stop doing everything the hard way. Your time is too precious. Look for the next installment.