Using the Engineering Authorisations Database Opening the Database Adding personnel to the Database Copying and Pasting personnel in the database Printing.

Using the Engineering Using the Engineering Authorisations DatabaseAuthorisations Database• Opening the Database

• Adding personnel to the Database

• Copying and Pasting personnel in the database

• Printing for signature

• Moving personnel within the Database

• Removing personnel from the Database

• Point of Contact

• Other MaterialClick a link to go to that subject

Based on an presentation created by AC C Perry DCAE Cosford Oct 09

MAA-Tech-Reg-JAPFLC1

Version 1.0 Apr10

EXIT

MAA-Tech-Reg-JAPFLC1 Version 1MAA-Tech-Reg-JAPFLC1 Version 1.0 Apr 10.0 Apr 10

Opening the Microsoft Access FileOpening the Microsoft Access File

To open the Engineering Authorization Database (EAD) double click on the icon shown as image 1.

If using Microsoft Access 2003 or later image 2 will appear, press “Open” to open the file and access the home page shown as image 3.

1

2

3


Choosing the relevant databaseChoosing the relevant database

To open your database you will need a password. This will be entered into the purple box on the home page (highlighted red in image 1).

After the password has been typed click the drop down box (highlighted red in image 2). Select your Sqn from the drop down list.

1

2


WarningWarning – Auto save in place – Auto save in place As soon as you start changing data inside the table it will

automatically save. This means there is no need to save the document manually, but you will have permanently changed authorizations or personal data. When finished, close the program using exit icon.

Note: Using the ‘X’ button on the top right of the program may cause a loss of data.


Opening the input tableOpening the input table

Open the input table by either selecting the “View or Create Posts” button (highlighted red in image 1) or choose a specific individual by selecting them in the drop down box “Name” (highlighted orange in image 1).

Depending on the option selected a new window will open with either the first person on the post list OR the individual selected using the name drop down box (shown in image 2).

1

2


Navigating inside the databaseNavigating inside the database

Navigating inside the database Navigating inside the database is done by using the navigation is done by using the navigation function that comes with function that comes with Microsoft Access (Image 1). Microsoft Access (Image 1).

Alternatively, it can be done by Alternatively, it can be done by using the light blue drop down using the light blue drop down menus at the top left of the menus at the top left of the table input screen (Image 2) table input screen (Image 2) this will show the names of the this will show the names of the personnel in the squadron table.personnel in the squadron table.

1

2


Adding new personnel to the Adding new personnel to the squadronsquadron

To add personnel select the “Add Post” button at the bottom of the page. A new blank input form will appear.

Highlight and delete the existing text in the Post Title box.

Input the following data - Post

Title, Grade/Appointment (Rank), first name, surname, staff/service number, and telephone extension. Please note that Post Title and Grade/Appointment (Rank) must be completed first.

You are now ready to input authorizations.

1


Adding JAP AuthsAdding JAP Auths To add a JAP authorization

to the individual selected use the drop down box marked “Level” (highlighted red in image 1). A full list of authorizations will appear (shown in image 2).

Select the authorization to be awarded from the list, (use scroll function to view full list, if required). A new input box will automatically be generated once the selected authorization has been awarded (shown in image 3).

1

2

3


Adding Local AuthsAdding Local Auths Local authorizations are accessed

via selection of the Local Auths tab (highlighted red in image 1). Once selected the process for local authorizations is identical to the JAP authorization process.

1

2

3

4


Granted, Print, and Signed check Granted, Print, and Signed check boxesboxes

When an individuals When an individuals authorizations have been authorizations have been granted, both the “Grtd?” and granted, both the “Grtd?” and “Print?” boxes (image 1) need “Print?” boxes (image 1) need to be checked - this will enable to be checked - this will enable the authorization report to be the authorization report to be printed and signed. Once printed and signed. Once signed, the “Sgd?” box must signed, the “Sgd?” box must be checked, this then indicates be checked, this then indicates that the authorization has been that the authorization has been granted, printed and signed granted, printed and signed for.for.

1


Removing an AuthorizationRemoving an Authorization To remove an authorization

first select the individual from the input table “Name”, shown previously.

Identify the authorization to be removed and select the delete button within the actual authorization field (highlighted red in image 1).

To remove all authorizations (local or JAP) click the “Delete all” buttons (JAP highlighted red, Local highlighted Orange in image 2 )

1

2


Copying AuthorizationsCopying Authorizations If several personnel require the

same authorizations it is possible to copy and then paste authorizations from one person to another.

Hint, it is quicker and easier to copy across too many authorizations and delete irrelevant ones than to input them all from the beginning.

To copy authorizations either select an individual with the fullest list of authorizations or add to an existing list. Select the copy button for either Local or JAP authorizations, (highlighted red in images 1 and 3).

After selecting either of these buttons a popup (shown in image 2) will appear. Be aware, after copying either Local or JAP authorizations the table returns to the original sheet.

1

2

3


Pasting AuthorizationsPasting Authorizations To paste the copied

authorizations, either create a new post, or add to an existing post. Select the “paste copied auths” tab (highlighted red in image 1 or 2 dependent on authorization type).

A final pop up window will appear (shown in image 3). Select OK to complete the process.

1

2

3


Print for signature – JAP AuthsPrint for signature – JAP Auths

To print JAP Authorizations, which can be previewed first, by selecting the preview JAP Auths tab (highlighted red in image 1) select the printer icon button (highlighted orange in image 1).

After selecting print a pop up window will appear (image 2), select “No” to print the JAP authorizations that have been selected.

1

2


Print for signature – Local AuthsPrint for signature – Local Auths

To print Local Authorizations, which can be previewed first, by selecting the preview Local Auths tab (highlighted red in image 1) select the printer icon button (highlighted orange in image 1).

After selecting print, a pop up window will appear (Image 2), select “Yes” to print the Local authorizations that have been selected.

1

2


Moving personnel to a different Moving personnel to a different squadronsquadron

To move personnel from one squadron to another, open the input table by either selecting the “View or Create Posts” button or choose a specific individual by selecting them in the drop down box “Name”.

Select the “Move Person” tab (highlighted red in image 1). A pop up window will appear requesting the Service Number of the person to be moved (image 2), input the Service Number and select “Ok”.

Selecting “Cancel” will return you to the beginning of the process.

2

1


Moving personnel (continued)Moving personnel (continued) Pressing ‘OK’ directs you to a

new window displaying the personnel's details (image 1). You will then be prompted to “Select New Squadron” from the drop down menu (highlighted red in image 1). Selecting “Move Person” will reassign the individual.

A pop-up window will appear (image 2), select “OK” to confirm the details are correct or “Cancel” if not. A further pop up window will appear (image 3). Press “Yes” to continue the process or “No” to halt the process and return to the home page.

1

2

3


Moving personnel (continued)Moving personnel (continued) A further pop up window

will appear (image 1). Selecting “Yes” completes the move and cannot be undone using the undo command.

A final pop up window appears (image 2) confirming that the move has been completed and that all authorizations are to be reviewed and re-signed.

1

2


Removing personnel from the Removing personnel from the squadronsquadron

To remove personnel from the database, open the input table by either selecting the “View or Create Posts” button or choose a specific individual by selecting them in the drop down box “Name”.

Select the “Delete Post” tab (highlighted in red image 1).This will remove all authorizations given to that person and delete all personal data, you will then be returned to the home page.

1


Other material for useOther material for use Another set of material that can be used are the flow

charts: Flow chart – Adding personnel to the database. Flow chart – Copying and Pasting personnel in the

database Flow chart – Printing for signature Flow chart – Moving Personnel within the database Flow chart – Removing personnel from the database


Point of ContactPoint of Contact All EAD enquiries should at first be directed to the Ship/Stn/Unit All EAD enquiries should at first be directed to the Ship/Stn/Unit

EAD ManagerEAD Manager.. Further assistance can be sought from MAA Tech Reg ASPPIC1 at Further assistance can be sought from MAA Tech Reg ASPPIC1 at

RAF Wyton on Mil. 95371 8381 or BT 01480 52451 ext 8381.RAF Wyton on Mil. 95371 8381 or BT 01480 52451 ext 8381.

Using the Engineering Authorisations Database Opening the Database Adding personnel to the Database Copying and Pasting personnel in the database Printing.

Documents

regjapflc1 version

boxes image

later image

table input screen image

microsoft access image

selected authorization

input table

database navigating