With the new version of the IBIS Datawarehouse Users Group database
(UsersGroupOffice2002--v6.1.mdb), reports will look to the PI in the Active
Budgets Table and not in the Header Table and therefore, display the correct PI
name rather than outdated names. To use this new database, you need to
copy it and store it in the same location as your current database. To
do this, please complete the following:
1. FIND where your original file is located - Right click once on the icon of the IBIS Users Group database which is currently on your desktop (if a shortcut was created). From the menu that appears, select Properties. Write down the location listed in the Target text box. For most users, this location will be M:\Datawarehouse\UsersGroupOffice2000.mdb.
2. Find your File - Open Windows Explorer (Start button, Programs, Accessories, Windows Explorer).
3. Find the New File and Copy - Browse to the Q: drive and doubleclick on the 'Datawarehouse' folder and doubleclick on the 'IBIS' folder. Rightclick once on the UsersGroupOffice2002--V6.1.mdb file and choose Copy from the menu that displays.
4. Paste the New File Locally - Within Windows Explorer, browse to the location you wrote down from step one (most users will browse to M:\Datawarehouse). Once you find the correct location, rightclick on the folder and select Paste from the menu that appears.
<This will copy the file to the same location where the older version of the database is located.>
5. Copy and Create a New Shortcut - Once the file is copied/pasted (it will probably take a minute or two), rightclick on the UsersGroupOffice2002--V6.1.mdb file in its new location and select Copy.
6. On the desktop of your PC, rightmouse click once anywhere on the background and choose Paste Shortcut from the menu that displays.
7. From now on, you simply doubleclick on this icon on your desktop to run the latest version of the file.
* Note: Once your new IBIS User Group V-6.1 file is pasted, you
will need to relink your tables and make the active budgets table again:
8. You open the new V-6.1 file
(if it's not opened)
9. To
Auto link your Tables, Click on the [UTILITIES] button
of the Switchboard, and [Auto Link the Tables], clicking the [ATTACH
IBISFIN TABLES] button, and clicking [OK]
6 times for the 6 tables.
Note: If changes are made to the table fields, click Auto Link
Tables to relink the tables.
10. To make the Active Budget Tables again, You'll want to click
the [MAKE ACTIVE BUDGETS TABLE] button to create the table with your
budget accounts.
IMPORTANT: If you've made any changes to the Active Budgets Table in your previous version of the database, you'll want to import the Active Budgets Table from your old UsersGroup2000 file into your new UsersGroup2002-V-6.1 database. To do this, make sure the new User Group V-6.1 file is open, click [Tables] on the objects bar, rightmouse click in the Background area and choose Import. Browse to the previous version of the database that you were using (EX: on your M: drive under Datawarehouse - UsersGroup2000.mdb) and when the window appears, select (highlight) Active Budgets Table. Then click [OK]. If Access finds the new Active Budgets table, it will create the one you're importing with a '1' at the end (EX: Active Budgets Table1 - simply DELETE the old Active Budgets Table and click the Active Budgets Table1 twice to rename the table, and remove the "1". The table should be named 'Active Budgets Table'.
IMPORTANT: If you created a 'Deleted Cost Centers' table in your previous version of the database, you will want to import the 'Deleted Cost Centers' Table from you old UsersGroup2002 file into your new UsersGroup2002-V-6.1 database. To do this, in the new copy of the database, there may already be a table with the name - 'Deleted Cost Centers'. This copy will not contain the data for your accounts. You should delete this before you import the 'Deleted Cost Centers' table from your previous UsersGroup2002 database by clicking on the table name and hitting the “delete” key. With the new copy of the UsersGroup2002-V-6.1 database still open, select 'Tables' and then right click in the white space, and select Import (do not select “Link Tables”). A window appears which allows you to browse to the location of your old database that contains the table you want to import (usually found on the M:\Your Personal Folder). Double click on the name of that database. A window appears listing all the tables, queries, forms, etc. for that database. Click on the "Deleted Cost Centers" table (from your previous version of the database) that you want to import then click “OK”. The Deleted Cost Centers table will import into your new IBIS Data Warehouse User Group database file. To remove inactive cost centers based on the data contained in your 'Deleted Cost Centers' table, you will need to Close the UsersGroup2002-V-6.1.mdb file and re-open it and run the Make Active Budgets table utility (click 'Utilities' from the main switchboard and then click 'Make Active Budgets Table').
If anyone needs help with this, please contact Sue (spysher@engr.psu.edu) or Maria (mruth@engr.engr.psu.edu) or call 863-4666.