
                                  The
                              Registration
                                 System


                               User's Manual


                               Kimberly Fee
                                Sam Howell
                             Chris Rusanowski
                                Colin Smith


                          
                          
                          
                          
                          
                          
                          The Registration System

                               User's Manual







                               Designed By
                                 Kimberly Fee
                                 Sam Howell
                                 Chris Rusanowski
                                 Colin Smith


                        1994 Field Session Project
                    Released to Public Domain June 1994








                            Table of Contents

Section # Name                                                       Page #

Chapter 1.     Introduction
     1.1            Introduction to Microsoft Access . . . . . . . . . . .1
     1.2            Requirements . . . . . . . . . . . . . . . . . . . . .2
     1.3            Recommendations. . . . . . . . . . . . . . . . . . . .2
     1.4            Installing Microsoft Access. . . . . . . . . . . . . .2
     1.5            Introduction to the Registration System. . . . . . . .3
     1.6            1994 Neural Information Processing Systems
     Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
          1.6.1               Example Conference Application . . . . . . .4
          1.6.2               Example Conference Name Badges . . . . . . .5
     1.7            Installing the Registration System . . . . . . . . . .6

Chapter 2.     The Registration System
     2.1            Starting the Registration System . . . . . . . . . . .7
     2.2            The Registration Database. . . . . . . . . . . . . . .8
          2.2.1               Add Registrant . . . . . . . . . . . . . . .9
          2.2.2               Edit Registrant. . . . . . . . . . . . . . 13
          2.2.3               Printing Registrant Information. . . . . . 15

Chapter 3.     Analysis
     3.1            Analysis Menu. . . . . . . . . . . . . . . . . . . . 17
     3.2            Printing the Pre-Registrants Report. . . . . . . . . 18
     3.3            Event Summaries Menu . . . . . . . . . . . . . . . . 18
          3.3.1               Admission Summary. . . . . . . . . . . . . 19
          3.3.2               Tutorial Summary . . . . . . . . . . . . . 19
          3.3.3               Workshop Summary . . . . . . . . . . . . . 19
          3.3.4               Option Summary . . . . . . . . . . . . . . 20
     3.4            Accounts Information . . . . . . . . . . . . . . . . 20
          3.4.1               Individual Accounts Summary. . . . . . . . 21
          3.4.2               Accounts Summary by Date . . . . . . . . . 22
          3.4.3               Accounts Summary by Balance. . . . . . . . 22
          3.4.4               Accounts Summary by Affiliation. . . . . . 23
     3.5            Print Account Information to File. . . . . . . . . . 24

Chapter 4.     Modifying the System
     4.1            Modifying the System Main Screen . . . . . . . . . . 25
     4.2            Modifying the Data . . . . . . . . . . . . . . . . . 27
          4.2.1               Changing Text Values . . . . . . . . . . . 27
          4.2.2               Replacing Graphics Images. . . . . . . . . 27
          4.2.3               Cycling Through Data Items . . . . . . . . 28
          4.2.4               Adding and Deleting Codes. . . . . . . . . 29
     4.3            Example Data Fields for NIPS Conference. . . . . . . 30
          4.3.1               Conference ID Data . . . . . . . . . . . . 30
          4.3.2               Admission Data . . . . . . . . . . . . . . 31
          4.3.3               Tutorial ID Data . . . . . . . . . . . . . 32
          4.3.4               Workshop ID Data . . . . . . . . . . . . . 33
          4.3.5               Optional ID Data . . . . . . . . . . . . . 34
     4.4            Clearing the Database. . . . . . . . . . . . . . . . 35

Appendix A:    Example Reports

Appendix B:    Programmer's Manual
                                    
                            




                            Table of Figures

Figure #  Name                                                       Page #

Figure 1  1994 NIPS Conference Application . . . . . . . . . . . . . . . .4
Figure 2  1994 NIPS Conference Name Badge. . . . . . . . . . . . . . . . .5
Figure 3  Conference Registration Icon . . . . . . . . . . . . . . . . . .6
Figure 4  Registration System Main Menu. . . . . . . . . . . . . . . . . .7
Figure 5  Registration Menu. . . . . . . . . . . . . . . . . . . . . . . .8
Figure 6  Add New Registrant Form. . . . . . . . . . . . . . . . . . . . 10
Figure 7  Data Field Pop-Up Menus. . . . . . . . . . . . . . . . . . . . 11
Figure 8  Registration Receipt . . . . . . . . . . . . . . . . . . . . . 12
Figure 9  Edit Registration Form . . . . . . . . . . . . . . . . . . . . 13
Figure 10 A Printing Menu. . . . . . . . . . . . . . . . . . . . . . . . 15
Figure 11 Printing Dialog Boxes. . . . . . . . . . . . . . . . . . . . . 16
Figure 12 Analysis Menu. . . . . . . . . . . . . . . . . . . . . . . . . 17
Figure 13 Event Summaries Print Menu . . . . . . . . . . . . . . . . . . 18
Figure 14 Account Information Menu . . . . . . . . . . . . . . . . . . . 21
Figure 15 Modify Conference Data Screen. . . . . . . . . . . . . . . . . 26
Figure 16 Insert Object Dialog Box . . . . . . . . . . . . . . . . . . . 28
Figure 17 Conference ID Data Form. . . . . . . . . . . . . . . . . . . . 30
Figure 18 Admission Data Form. . . . . . . . . . . . . . . . . . . . . . 31
Figure 19 Tutorial ID Data Form. . . . . . . . . . . . . . . . . . . . . 32
Figure 20 Workshop ID Data Form. . . . . . . . . . . . . . . . . . . . . 33
Figure 21 Optional ID Data Form. . . . . . . . . . . . . . . . . . . . . 34






Chapter 1.  Introduction

1.1  Introduction to Microsoft Access

     Microsoft Access is a program designed to create relational databases in a
     Windows environment.  It uses a series of objects to incorporate graphics
and
     text into one database management system.  An individual database is
     designed using tables and forms.  Once created, the database can be
     manipulated through queries to produce any reports the user requests.

     Microsoft Access was chosen for the Registration System for several
reasons. 
     First,  Microsoft Access runs under Windows and is capable of using any
     printers defined in Windows.  Therefore, it is able to use a color printer and
     print professional name badges.  Second,  Microsoft Access has many pre-
     defined paper sizes, including some standard name badge formats.  Third,
     Microsoft Access is able to import many different types of graphics through
     its Object Linking and Embedding (OLE) support. This allows the system to
     look professional and give it a tremendous amount of design flexibility. 
     Fourth, Microsoft Access is a large commercial database system that is
     widely available.  It has  many capabilities not matched by smaller
databases. 
     Most database programs investigated were not capable of handling multiple-
     key searches and linking graphics to data fields.


1.2  Requirements

       Copy of Microsoft Access version 1.0 or later
       Windows version 3.0 or later
       MS-DOS version 3.1 or later
       15 MB of free hard disk space
       A Printer capable of handling the card-stock for name badges

1.3  Recommendations

       All the above requirements
       A 486 computer with 8 MB of RAM and 20 MB of free hard disk space
       Laser-quality, fast, color printer (Laser-quality = 300 dpi minimum)


1.4  Installing Microsoft Access 

     1.   Insert Disk 1 of Microsoft Access into drive A: or appropriate drive
     2.   Start Windows (usually done by typing WIN at the DOS prompt)
     3.   Select the FILE menu and highlight RUN in Windows Program
          Manager
     4.   Type A:SETUP<ENTER> (replace A: with the appropriate drive)
     5.   Follow the on-screen prompts,  choosing complete installation
     

1.5  Introduction to the Registration System

     The Registration System is a relational database management system
     designed to reduce the workload of conference registration and badge
     printing.  It was created using Microsoft Access, AutoCAD version 12, and
     Windows Paintbrush.  
     
     The Registration System is divided into three main areas:  Registration
     Database, Analysis, and Modifying the System.  The Registration Database
     allows a user to add or edit a conference attendee's record, print receipts,
and
     print color name badges.  The Analysis section produces reports about the
     Registration Database and outputs them to a printer or file for accounting
     purposes.  Modifying the System allows the user to configure  the
     Registration System to match the conference needs.

1.6  1994 Neural Information Processing Systems Conference

     This program was designed for the 1994 Neural Information Processing
     Systems Conference.  Information concerning this conference is included to
     allow the user to compare their conference to this conference.  This should
     make modifying the system to match a particular conference easier.  The
     application and an example name badge are also included.  Use the
     information provided as an example in tailoring the system to match other
     conferences.

     The 1994 NIPS Conference in Denver, Colorado, is the 8th annual meeting
     of the premier aspects of neural processing and computation.  NIPS brings
     together neuroscientists, computer scientists, cognitive scientists, engineers,
     physicists, mathematicians, and statisticians with interest in natural and
     artificial neural systems.  The single-track conference includes invited talks,
     oral, and poster presentations of stringently referred papers.  A full day of
     state-of-the-art tutorial presentations precedes three days of regular sessions. 
     Two days of focused workshops follow at a world-class ski resort.

     1.6.1  Example Conference Application
















          The figure above shows the 1994 NIPS conference application.  There
          are only two major sections that need to be filled out.  The top half is
          the personal information about the registrant.  The last name, first
          name, and affiliation are necessary for the name badges, while the
          other information is for book-keeping only.  The bottom half of the
          application shows the types of registration and their cost.  The
          registrant should check the box next to any part of the conference he
          or she desires to attend. 

     1.6.2  Example Conference Name Badges











          Figure 2 shows the example name badge printed by the Registration
          System.  The logo in the upper left corner is the NIPS symbol drawn
          using AutoCAD version 12 and imported as a graphics file.  The upper
          right corner is the symbol linked to the admission code. The bottom
          left corner will contain a picture, if the bearer has registered for the
          workshop.  Finally the lower right corner will contain a picture based
          on the tutorial codes.  All the text and icons on the badge can be
          easily changed to suit the needs of any conference using this basic
          format and a similar registration application.  The name badge printed
          above was designed to fit 2"  by 3" card-stock.  

1.7  Installing the Registration System

     1.   Install Microsoft Access as described in section 1.4
     2.   Insert the Registration System Disk in A:  or
          appropriate drive   
     3.   Copy the file REGIST.ZIP to the hard disk by
          typing COPYA:REGIST.ZIP C:\ACCESS (putting
          the appropriate drive where A: is)
     4.   Un-archive the file by typing PKUNZIP
          C:\ACCESS\REGIST.ZIP C:\ACCESS. and then
          delete the .ZIP file by typing DEL
          C:\ACCESS\REGIST.ZIP.
     5.   Load Windows and open the Microsoft Access
          Window, then choose New from the File menu
     6.   Press <ENTER> and then Type CONFERENCE
          REGISTRATION and press TAB
     7.   Type C:\ACCESS\REGIST.MDB and press
          <ENTER>

     The Conference Registration System is now included in
     the Microsoft Access Window and can be started by
     double-clicking on the icon in Figure 3.  The
     documentation is in the C:\ACCESS directory as
     Wordperfect 6.0 files with the extension .DOC.






Chapter 2.  The Registration System

2.1  Starting the Registration System

     Start Windows and open the Microsoft Access Window by selecting it from
     the Windows menu.  Double-click on the Conference Registration Icon
     shown in Figure 3.  This will automatically bring up the first screen of the
     program shown below.  

















     A user-friendly menu system is used to display the Registration System,
     allowing even novices to use the system quickly and efficiently.  All menu
     choices can be made by pointing and clicking buttons on the menu screen
     with the mouse.  

     There are three buttons on the main menu:  Registration, Analysis,  and
Exit. 
     The Registration button takes the user to the Registration Database.  The
     Analysis button brings up a menu which allows the user to generate many
     different reports.    The Exit button will exit the program, returning the user
     to Windows.  Pressing ALT-F4 will also exit the program, only it may be
     pressed at any time.

2.2  The Registration Database

     The Registration button allows the user to enter new registrants, edit
     information about an existing registrant, and print name badges and receipts. 
     Click on the Registration button and the menu in Figure 5 will appear on the
     screen.

     There are now Add Registrant, Edit Registrant, Print, and Close buttons on
     this menu.  The Add Registrant button allows the user to enter new
     registrants, while the Edit Registrant button allows the user to edit people
     already entered.  Print jumps directly to the Printing menu where  the user
     can choose to print receipts and name badges by name, date, any registrants
     that have not been printed already, or all existing registrants.   The Close
     button will take the user back to the Main menu.

     2.2.1  Add Registrant

          The Add Registrant button brings up the menu shown in Figure 6. 
          This screen allows the user to enter new registrants, and print name
          badges and/or receipts.  All information pertaining to a registrant's
          conference application is entered here.  This includes the following
          data:  last name, first name, middle name, professional affiliation,
          street address with internal mail code, city, state, zip code, country, e-
          mail address, telephone number, admission, tutorials, workshops,
          optional code, and payment. 

















          The cursor will initially be placed on the Last Name box on a new
          form.  The user may switch between boxes by hitting TAB to move
          forward and SHIFT-TAB to move backwards.  Alternately, the user
          can select a box by clicking on it with the mouse.  Any text in the
          field will be highlighted when selected, or a blinking cursor will
          appear.  Once selected the user types new information in the field,
          which will replace any previous text contained in that field.  The user
          can select the box again to edit the current information without
          replacing it.  This will bring up a blinking cursor within the field
          showing the edit position.
 
          The conference activities fields are entered as codes, but the user is
          not required to memorize any of these codes to use the system.  There
          is a pop-up menu that displays the activities the registrant can sign up
          for at the conference for each field.  These pop up screens can be
          brought up by clicking on the small arrow on the right side of each
          box, or by pressing ALT and  .  These are shown in Figure  7.










          Once the user enters all the application data and the amount paid for
          the conference, the program will automatically calculate the balance
          due.  If there is an overpayment, the program will indicate that the
          registrant is due a refund by putting parentheses around the balance
          due, as in ($10.00).  
          
          There is also a small Badge Printed box that will indicate if a badge
          has been printed for the registrant.  If there is an X in the box, a
          badge has already been printed.  Similarly there is a Receipt Printed
          box to indicate if a receipt has been printed.  The date all the
          information was entered will automatically appear in the Date box. 
          This date is based on the computer's internal date and will reflect an
          error in the computer's settings.

          In addition, there are three buttons on this screen:  Close, Print Badge,
          and Print Receipt.  The Close button will bring the user back to the
          Registration menu.  The Print Badge button will print a badge for the
          registrant on the screen.  This badge resembles the one in Figure 1. 
          The Print Receipt button will print an individual receipt similar to the
          one shown in Figure 8.  These will automatically mark the Receipt
          Printed and Badge Printed boxes.
     
          When all the data has been entered for a registrant and the receipt
          and/or name badge is printed, the user may proceed to the next screen
          by pressing <ENTER> until a blank form appears.  If the user does
          not print a badge or receipt when entering the data they may also print
          the name badges and receipts by going back to the Registration menu
          and selecting the Printing button after all registrants have been
          entered..

     2.2.2  Edit Registrant

          The Edit Registrant button will bring up the screen shown in Figure
          9.  It is similar to the screen for adding a registrant.  This is designed
          so the information about a specific registrant may be changed if it is
          incorrect.  

















          Use the search function on this screen to find a specific registrant
          quickly then edit that registrant's information only.  Clicking on the
          letters that start at A and go to Z brings the first registrant's record that
          has a last name beginning with that letter to the screen.  The user may
          also cycle through the names by clicking on the arrows located in the
          bottom left corner of screen until the correct registrant is found.  The
          left arrow moves to the previous registrant, and the right arrow moves
          to the next registrant.  In-between the arrows is a number that shows
          the current registrant's record number.  The left-most arrow with a line
          attached brings up the first record, and the right-most arrow with a
          line attached brings up the last record.
     
          The user also has the option of typing in the registrant's last name in
          the Last Name to Find box, which will automatically bring up the first
          registrant in the database with that last name.  If there are many
          people with the same last name the user may also type in the
          registrant's first name in the First Name to Find box.  The first
          matching registrant's information will appear.  If there are two people
          with identical names the user may cycle through them with the bottom
          arrow buttons as above and compare personal information to locate the
          correct registrant.  

          (NOTE:  The user must click on the ALL button to be able to search
          backwards when typing in the names.  Example:  The user first
          searches for someone named "Smith" and then would like to search for
          someone named "Fee".  The ALL button must be selected before
          typing "Fee" to reset the database.)

     2.2.3  Printing Registrant Information

          The Print  button brings up a menu with the Print Receipts and the
          Print Badges buttons shown in Figure 10.  The first menu option is to
          print receipts or name badges for all the people in the database.  This
          is done by selecting the Print All button.  Second, the Print Unprinted
          button will print only the registrants that have not previously been
          printed.  The third option is to print a receipt or name badge for a
          particular person.  This may be done by selecting the Print by Name
          button.  Finally, the user may print by the date a registrant was entered
          using the Print by Date button.  Printing requires the user to choose
          one of these options and then select the Print button.

          The Print by Name and Print by Date options will bring up the  small
          dialog boxes shown in Figure 11.  The user types in information in
          any of the fields displayed in the dialog box and then presses
          <ENTER>.  The dialog box disappears, but when the Print button is
          selected it will only print the registrants that match the information
          previously typed in the dialog boxes.  The Print by Name option will
          print all registrants that have the same name entered in the dialog box,
          and the Print by Date option will print all registrants entered between
          the specified dates. 









Chapter 3.  Analysis

3.1 Analysis Menu

     The Analysis  button from the main menu displays the menu screen shown
     in Figure 12.  This menu gives the user several choices:  Print Pre-
     Registrants Report, Event Summaries, Accounts Information, Print Account
     Information to File, and Close.  Close will take the user back to the main
     menu.  Examples of all reports generated for the 1994 NIPS Conference are
     included in Appendix A.

















3.2 Printing the Pre-Registrants Report

     The Print Pre-Registrant Report button prints a report of every existing
     registrant in the database.  The report consists of the name and professional
     affiliation of registrants, sorted alphabetically by last name.  The report
prints
     a header that includes the date of the report. 

3.3 Event Summaries Menu

     The Event Summaries button brings up the Event Summaries Print menu
     shown in Figure 13.  Each of the buttons on this screen produces a report
     based on the number of registrants sorted by registration codes.  Clicking on
     a button sends the report directly to the printer.  Close takes the user back
     to the Analysis menu.

     3.3.1  Admission Summary

          The Admission Summary button generates a report to that details how
          many people are involved with each type of admission and the total
          income that should be received for admission costs.  The report is
          broken down into the possible admission types as defined in the day
          codes.

     3.3.2  Tutorial Summary

          The Tutorial Summary button produces a report describing the number
          of people registered for each type of tutorial code.  The report includes
          how much money should have been received from those registrants. 
          This report also lists how many people have not registered for
          tutorials.

     3.3.3  Workshop Summary

          The Workshop Summary button generates a report that details how
          many people are involved with workshops and the total income that
          should be received for workshop registration.  The report is broken
          down into the possible workshop registration types as defined in the
          workshop codes.

     3.3.4  Option Summary

          The Option Summary button produces a report describing the number
          of people registered for each type of optional code.  The report
          includes how much money should have been received from those
          registrants.  This report also lists how many people have not registered
          for tutorials.

3.4  Accounts Information

     The Account Information menu is brought up by clicking on the Account
     Information  button on the Analysis menu.  This screen is shown in Figure
     14.  All buttons except Close bring up sub-menus that are described below. 
     The Close button takes the user back to the Analysis menu.  The other
     buttons are:  Individual Accounts Summary, Accounts Summary by Date,
     Accounts Summary by Balance, and Accounts Summary by Affiliation.
















     3.4.1  Individual Accounts Summary

          The user may choose to print all registrants or a specific registrant. 
          All the registrants are printed by simply pressing <ENTER>.  A name
          must be selected in the text box before pressing <ENTER> for a
          specific registrant.  The arrow on the right side of the box will bring
          up a list of all the names in the database.  Select the name by typing
          it in the text box, or clicking on a name from the list.  Pressing
          <ENTER> sends the report to the printer.  Alternately, the user can
          click on the Close button to exit this sub-menu without printing any
          summaries.

          The Individual Accounts Summary report lists the registrant's name
          and affiliation on the first line.  On the second line, there is a subtotal,
          showing the total amount due, an amount paid, and the balance.  The
          balance is enclosed in parenthesis if the registrant is owed a refund.

     3.4.2  Accounts Summary by Date

          The Accounts Summary by Date report is defined by a menu that asks
          the user for a start date and an end date.  This menu contains text
          boxes that the user simply types a date into and presses <ENTER>. 
          The date is usually entered as a month/day/year, but Microsoft Access
          will interpret many date formats automatically.  The user then clicks
          the Print button to send the report to the printer.  The Close button
          will take the user back to the Account Information menu.

          The Accounts Summary by Date report prints the first date within the
          specified range as a header and then the registrants entered on that
          date as sub-headings.  Each person is listed with the amount paid and
          the balance for the conference.  The total paid and total balance for
          each day is listed at the bottom of each day.  The next date in the
          database is then printed, separated by a line from the previous date.

     3.4.3  Accounts Summary by Balance
          
          The Accounts Summary by Balance button brings up a menu with
          three options.  The options are:  Balances Owed, Paid in Full, and
          Refunds.  The user chooses one of these options and then clicks the
          Print button.  The Balances Owed option prints a report showing all
          registrants that have not paid for the conference registration.  The Paid
          in Full option prints only the registrants that have paid all registration
          fees.  The Refunds option will print all registrants that overpaid for the
          conference.

     3.4.4  Accounts Summary by Affiliation

          The user can print all the registrants in the database by affiliation, or
          only print one affiliation's members.  All the registrants are printed by
          pressing <ENTER> in the text box that appears.  The summary will
          print all registrants in the database sorted alphabetically by affiliation. 
          If the user types an affiliation in the text box and then presses
          <ENTER>, the system will print only the registrants associated with
          that professional affiliation.  An arrow on the right side of the text box
          will bring up a list of all the affiliations in the database and the user
          may select one of these by highlighting it.  The user may click on
          Close to return to the Account Information menu.

          This report prints the professional affiliation as the section heading and
          then lists the people associated with that affiliation as interior
          headings.  The registrants are listed in alphabetical order within each
          section.  Under each person, the subtotal, amount paid, and the balance
          are listed on one line.  Each section then lists the total balance for the
          professional affiliation.

3.5  Print Account Information to File

     The Print Account Information to File button creates two files in the
     C:\ACCESS directory of the hard disk.  One file is an ASCII file containing
     a summary about each registrant's information in the database.  This file is
     called EXPACCNT.DAT.  The second file is an Excel Spreadsheet file. 
This
     contains the same information as the ASCII file, but in a format readable by
     Microsoft Excel.  This file is called EXPACCNT.XLS.  Both files are
     created for accounting purposes and contain costs and amounts paid for each
     registrant.







Chapter 4.  Modifying the System

4.1  Modifying the System Main Screen

     This section is designed to modify the conference information so the system
     can be used by many different conferences.  Any changes made to the
     database are permanent and can only be undone by changing the data back
     to its original state or re-installing the Registration System.  The best safety
     suggestion is that you do not work with the original file (REGIST.MDB) but
     a copy on your hard drive.  A good way to save the original file is to copy
     it to disk by typing COPY C:\ACCESS\REGIST.MDB A: at the DOS
     prompt after inserting a blank, formatted diskette into the A: drive. 
     
     Modifying the System is started by choosing Modify from the Options menu
     located at the top left corner of the main menu screen.  This menu can be
     activated by clicking on it with the mouse or pressing ALT-O.  Highlight
the
     Modify option and press <ENTER>, then the Modify Conference Data
screen
     shown in Figure 15 will appear.
  
















     This screen contains six buttons.  The Conference ID Data button lets the
     user change information specific to that particular conference.  The
     Admission Data button changes the types of admission available.  The
     Tutorial ID Data  button allows the user to modify the tutorial codes
     available, including how many are available.  The Workshop ID Data button
     modifies the workshop codes available.  The Optional ID  button changes
the
     optional codes available.  Each button takes the user to a screen where all
     relevant data can be changed including the attached icons.  Close takes the
     user back to the Main menu for the Registration System.

4.2  Modifying the Data

     4.2.1  Changing Text Values

          To change text values, select the field to change by clicking on the
          box. The text in the box will be highlighted or a blinking cursor will
          appear if there is no text in the box.  Once highlighted, type new text
          and the old text will automatically be replaced.  The existing text may
          be edited by selecting the box again, which will produce a blinking
          cursor in the box.  The text may be edited by moving the cursor and
          typing new text and deleting old text.  This works in any edit form
          within the Registration System that contains a text box. 

     4.2.2  Replacing Graphics Images

          Microsoft Access can import pictures in a .PCX, .MSP, and .BMP
          format.  Pictures should be designed previously using a program that
          can save in one of the formats mentioned above.  Windows Paintbrush
          can save in either format, but the .PCX  format is likely to take less
          disk space.  To create the graphics file, run Paintbrush from the
          Application Window before running the Registration System.  Import 
          or draw a graphic in Paintbrush.  Once created, save the picture by
          choosing Save from the File menu.  Change the format to .PCX by
          using a small box in the left corner of the save screen and then type
          a name for the file.  Then quit Paintbrush and run the Registration
          System and go into the Modification System. 

          The picture file can then be inserted into a graphics box by selecting
          the desired box to change and pressing the DELETE key.  Then
          choose Insert Object from the Edit menu.  A dialog box will appear
          showing a list of objects as shown in Figure 16.  Choose the File
          button from this box and type in the name of the graphics file. 
          Microsoft Access will automatically insert this picture into the graphics
          box and return the user to the edit screen.
     







     4.2.3  Cycling Through Data Items

          The user may cycle through different records and choose which ones
          to edit by using the small arrows located in the lower left corner of the
          edit form. The left arrow moves to the previous record and the right
          arrow moves to the next record.  In-between the arrows is a number
          that shows the current record number.  The left-most arrow with a line
          attached brings up the first record, and the right-most arrow with a
          line attached brings up the last record.  Once the user has found the
          record to be changed, it can be edited  as described in sections 4.2.1,2,
          and 4.

     4.2.4  Adding and Deleting Codes

          Each record that is brought up in the edit screen is sorted by a code. 
          Microsoft Access uses these codes to calculate its internal structure. 
          The text boxes are used by the user interface so the user does not need
          to deal with the internal codes.  The user has complete control over
          the text boxes and internal codes and  may define as many of these
          codes as desired to match each conference's particular registration
          application.  Once a new code has been added or an old one deleted,
          Microsoft Access will automatically adjust the user interface to reflect
          the changes.

          A new code may be added by cycling through the records (section
          4.2.3) to a blank edit form and typing new information.  The new
          code should be any integer number not including zero, because
          Microsoft Access uses zero to mark the end of a the records.  The new
          text may be any text desired and the pictures any graphics file.  Once
          the data has been entered the user may continue to add new codes or
          close the edit form and the Registration System will be updated
          automatically.

          Old codes can be deleted by cycling through the records (section
          4.2.3) until the desired record is found.  Then delete the entire record
          by selecting the  Delete button.

4.3  Example Data Fields for NIPS Conference

     4.3.1  Conference ID Data

          The Conference ID Data is changed through a series of boxes that
          appear once the Change Conference ID Data button has been selected. 
          These are shown in Figure 17 below.  The Organization, Acronym,
          Conference Name, and Year are all text boxes and may be changed by
          following the steps outlined in section 4.2.1.  The Conference Logo is
          a graphics box and can be changed by following the steps outlined in
          section 4.2.2   The Close button takes the user back to the Modify
          Conference Data screen.
















     4.3.2  Admission Data

          The Admission Data is changed through a form very similar to the
          Conference Data form.  It is pictured in Figure 18.   Day code,
          Description of Code, and Day Cost are all text boxes.  Section 4.2.4 
          outlines how to modify these codes and section 4.2.1 describes how to
          change the text values.
















          There are currently five day codes not including zero which is used as
          the end record in Microsoft Access.  Section 4.2.3 describes how to
          cycle through the existing day codes.  The current day codes are:  1
          = Early, 2 = Late, 3 = Early Full-Time Student, 4 = Late Full-Time
          Student, 5 = One-Day Registration, and 6 = No Admission.  Each has
          a different cost and the One-Day Registration also has a different
          picture.  For a similar conference, the only information that might
          change would be the cost of each registration package.  Change the
          cost by cycling through the records and entering each new cost.  The
          new totals will be calculated automatically.

     4.3.3  Tutorial ID Data

          The tutorials are designed to show whether the registrant has signed
          up for a tutorial or not.  The only choices currently available are 1 = 
          Regular Tutorial, 2 = Student Tutorial, and 3 = No Tutorial.  These
          are designed exactly the same as the Admission Data and more may
          be added if necessary.  The basic form is pictured in Figure 19.















          Edit the current tutorial codes by following the same procedure
                    outlined in section 4.2.     4.3.4  Workshop ID Data

          The workshops are designed to show whether the registrant has signed
          up for a workshop or not.  The basic form is pictured in Figure 20.  
















          Again, edit the current workshop codes by using the procedures
          outlined in section 4.2.  Currently there are five options available:  1
          = Vail Post-meeting Workshop, Early, 2 = Vail Student Post-meeting
          Workshop, Early, 3 = Vail Post-meeting Workshop, Late, 4 = Vail
          Student Post-meeting Workshop, Late, and 5 = No Vail Post-meeting
          Workshop.

     4.3.5  Optional ID Data

          The Optional ID Data field is an extra field that may be used to
          include extra application data.  It is currently being used to represent
          discount Vail Lift Tickets.  The conference registrants may purchase
          lift tickets through the conference for use after the post-meeting
          workshop.  The form is pictured below.
















          The codes may be edited as described in section 4.2.  The existing
          codes are:  1 = Two-Day Vail Ticket, 2 = Three-Day Vail Ticket, 3
          = Four-Day Ticket Vail Ticket, and  4 = No Vail ticket, .

4.4  Clearing the Database

     There is an option to clear the whole database.  The New Database option
     is located under the Options menu on the top left corner of the main menu. 
     This option deletes all records in the database.  Deleting the database should
     only be done under certain circumstances:  starting a new conference,
     deleting all registrants quickly, and restarting the existing database.

     A new conference will require different data and the existing registrants
often
     do not conform to the new forms.  Clearing the database will alleviate this
     problem.  New Database is also the quickest way to remove the registrants
     if the database needs to be restarted.  Example:  The New Database option
     will be used by the user to remove the test cases that were entered to test
the
     database.
                                   
                     
                     
                     
                     
                     
                     Appendix A:  Example Reports


                        Pre-Registration List
                        Admission Code Summary
                        Tutorial Code Summary
                        Workshop Code Summary
                        Optional Code Summary
                     Individual Accounts Summary
                       Accounts Summary by Date
                   Accounts Summary by Affiliation
                    Accounts Summaries by Balance:
                            Balances Owed,
                            Paid in Full,
                             and Refunds





These example reports are included only in hard-copy Manual.  Additional
copies
of all the reports may be printed from inside the Registration System.                                   
                             
                             
                             
                             
                             Appendix B: 

                        Programmer's Manual
Introduction

     This introduction is designed to show a programmer how our database
     interacts with itself.  This will allow a programmer see the overall design
     and understand how simple changes will tend to affect it.  However, to
     make any major changes outside of the provided forms will require at
     least minimal knowledge of Microsoft Access.  There are two approaches
     to learning Microsoft Access, the hard way and the easy way.  The easiest
     way to learn Access is to skim the user's manual and then to examine the
     sample databases,  thereby getting  familiar with Microsoft Access's
     features and seeing them implemented correctly.  Also by skimming the
     User's Guide, the programmer gains familiarity with the book and can
     easily reference appropriate information.  (It is highly suggested that the
     programmer skim the whole User's Guide and not just sections that the
     programmer feels relevant.)  After examining the sample database
     completely, the programmer should have a good understanding of
     Microsoft Access.  For mastery, it is suggested that the User's and
     Programmer's Guides be read thoroughly.   There are a few areas that
     the programmer should pay particular attention to, these are:
 
               1. Dynasets.(A dynaset is a table of data achieved after a
               filter or other action performed to one or more parent
               tables.)
               2. Structured Query Language (SQL) statements, where
               conditions and filters. 
               3. Queries. (Read and re-read.)
               4. Interlinks.

     Although the idea of a dynaset seems simple, the implementation of a
     dynaset and the handling of changing data can be complicated.  If the
     programmer thinks in a hierarchical manor, many problems will be
     avoided.  Hierarchical means the programmer should create separate
     tables to contain similar information and the combine and filter or sort
     them for a specific need.  This means by the time the information is
     entered into a report it may have from a table through many different
     queries until only the relevant information is sent to the final report. 
     Many reports will require filtering down into a small subset of records,
     which can only be achieved through the use of SQL statements, where
     conditions and filters.  Since reports are often the only output for
     databases, it will greatly enhance the programmers ability to produce if
     he/she is conversant with the processes to create subsets.   There are two
     types of queries in Microsoft Access, select and action.  Select  queries
     in Microsoft Access serve many of the same purposes as the SQL
     statements, where conditions and filters, except at a higher level.  Action
     queries perform functions on dynasets.  Both types of queries are
     important to developing a sound database and therefore warrant the
     extra attention of the programmer.

     The last technical area of special interest is the interlinks.  There is no
     area of the User's Guide that specifically looks just at this topic.  After
     examining the sample database and reading the section on creating
     applications through the use of macros, this should not be a major
     problem. The examples in the User's Guide and in the sample database
     cover such wide range of possibilities, it is unlikely that the programmer
     need look any further for solutions.

     NOTE:
          Since the badges report cannot be configured at design time for a
          specific printer, it is suggested that a programmer be present to
          enter the Access Database window and then adjust the print setup
          of the badges.  Also some work may have to be done with the
          margins to make the badges print in the desired locations on the
          page.

Conference Database Breakdown of Internal Objects
          (An object is any access construction including tables, forms,
          reports, queries and macros.)
     Tables
          All of the raw data is located in the tables.  The registration table
          contains information obtained from the registration form and small
          amounts of information used in maintaining the conference
          database.  The ID tables are look up tables used to link data with
          the registration table.
          Registration Table
               The Registration table is mainly used to hold all the data
               from the registration form.  
          Admission ID
               The Admission ID table holds all the codes, text, costs and
               image involved with each type of admission (one day,
               general, late, early, student).
          Conference ID
               The Conference ID table is very similar to the Admission ID
               table except it holds all the same information as it pertains
               to the conference as a whole (Conference name, logo, year).
          Tutorial#1 ID
               As with the Previous tables this one hold all the necessary
               information regarding the tutorials (codes, images, prices,
               text).
          Workshop#1 ID
               Again this table contains all the codes images, prices and text
               for the workshops.
          Optional ID
               And lastly this one contains the information for the optional
               field.  We are using it for the vail lift tickets.
     Queries
          Used to link tables, filter information and sort data.  Many of the
          queries are for filtering for user defined information, the rest are
          used to provide the appropriate information to a report for
          printing.   
          Accounts 
               Sorts the financial base query by affiliation, for use by the
               dialog summary by affiliation form.
          All
               Links all of the initial tables into a single dynaset.
          Badge equal no
               Filters the badges query for records that have unprinted
               badges.
          Badges
               Filters and sorts the all query for data pertinent to the
               badges.
          Between Dates Account
               Filters records by date entered using the values obtained
               from the dialog summary by date form.
          Between Dates Badges
               Filters records by date entered using the values obtained
               from the badge date dialog form.
          Between Dates Receipt
               Filters records by date entered using the values obtained
               from the receipt date dialog form.
          Financial Base
               Filters the all query for all of the pertinent accounting
               information used by the accounting queries.
          Individual Accounts
               Filters the financial base query and sorts by name.
          Make Temp Table of Account Info
               An action query that creates a temporary table that is
               exported to ASCII and microsoft excel files.
          Process #1
               Filters the all query and is used by the registration form to
               add registrants to the database.
          Process #2
               Filters the all query and is used by the registration 1 form to
               edit a registrant's record.
          Receipt equal no
               Filters the all query for records that have unprinted receipts. 
          Sorted Admission ID
               Sorts the admission id table by ascending code.
          Sorted Conference ID
               Sorts the conference id table and creates new fields of data
               based on the conference id table.
          Sorted Tutorial#1 ID
               Sorts the tutorial#1 id table by ascending code.
          Sorted Workshop#1 ID
               Sorts the workshop#1 id table by ascending code. 
          Sorted Optional ID
               Sorts the optional id table by ascending code.
          Summary Accounts <0
               Filters financial base query for registrants with negative
               balances. 
          Summary Accounts =0
               Filters financial base query for registrants with zero balances. 
          Summary Accounts >0
               Filters financial base query for registrants with positive
               balances. 
          Summary Admission
               Filters, sorts, and sums the data from the sorted admission
               query and the registration table.
          Summary Tutorial
               Filters, sorts, and sums the data from the sorted tutorial
               query and the registration table.
          Summary Workshop
               Filters, sorts, and sums the data from the sorted workshop
               query and the registration table.
          Summary Optional
               Filters, sorts, and sums the data from the sorted optional
               query and the registration table.

     Forms
          Switchboards and Menus        
               Switchboards and menus control the flow between forms.  
               Accounts Information Switchboard
                    The Accounts Information Switchboard uses the
                    Accounts Info Switchboard buttons macro to take to
                    the forms in the accounts screens.  It is just a high
                    level menu.  The buttons take you to the next level
                    down as you work your way to a report to print.
               Analysis Switchboard
                    Again this Switchboard is connected to the macro with
the                 same name except for it is Analysis Switchboard
                    buttons.  It takes the user the Analysis reports.
               Change Conference Data Switchboard
                    This is the switchboard that takes the user to the
                    different forms to edit and modify the conference data
                    and setup.  Supposed to only be used to setup the
                    database for a specific conference.
               Main Switchboard
                    This Switchboard is the main one after the title screen. 
                    It eventually leads to all the other screens/forms.
               Print Badges Menu
                    This is a lower level switchboard basicly.  It uses
                    buttons to allow the user to decide which badges to
                    print.  The user can print all the badges, the unprinted
                    badges, The badges of a specific person or the badges
                    for registrants entered between  specified dates.
               Print Receipts Menu
                    This menu/switchboard is identical to the previous
                    menu except it prints the receipts of the registrants.
               Print Menu Switchboard
                    This Switchboard has three buttons.  One opens the
                    Print badges menu, the second opens the Print receipts
                    menu, and the last one closes the current Switchboard.
               Registration Switchboard
                    This switchboard leads to the edit and add registrant
                    forms.
               Summary Switchboard
                    This switchboard allows the user to choose which
                    summary they wish to print.  The can choose to print
                    all the pre-registrants, a specific registrant, all
                    registrants entered between specified dates, or the
                    registrants that belong to the same affiliation.

          Dialog Forms
               Dialog forms are used as pop up screens to prompt user for
               necessary information. 
               Badge Date Dialog
                    This dialog prompts the user to enter a start date and
                    end date.  Then it prints all the badges for registrants
                    that were entered between those dates.
               Badge Name Dialog
                    This dialog prompts the user for the name of a
                    registrant and then prints the appropriate badge.
               Dialog Account Balances
                    This dialog uses buttons to allow the user to print a
                    report of all registrants who have negative, positive or
                    zero balances.
               Dialog Individual Accounts
                    This dialog prompts the user for a specific registrants
                    name and then prints a summary report on the status
                    of their account.  It will also print out a similar report
                    for all registrants.
               Dialog Summary by Affiliation
                    This prompts the user for an affiliation then prints a
                    summary of all registrants for that affiliation, or for all
                    registrants.
               Dialog Summary by Date
                    This Dialog prompts the user for a start date and end
                    date then prints out a summary of accounts for all
                    those registered between the dates.
               Receipt Date Dialog
                    This is identical the badge date dialog except it prints
                    a receipt for the registrants.
               Receipt Name Dialog
                    This is identical to the badge name dialog except it
                    prints the receipt for the specified registrant.  

          Other Forms
               Change Admission ID Data
                    Form used to edit the admission codes and data
                    associated with the codes. 
               Change Conference ID Data
                    Form used to edit the conference code and associated
                    data. 
               Change Tutorial#1 ID Data
                    Form used to edit the tutorial codes and data
                    associated with the codes. 
               Change Workshop#1 ID Data
                    Form used to edit the workshop codes and data
                    associated with the codes. 
               Change Optional ID Data
                    Form used to edit the optional codes and data
                    associated with the codes. 
               Registration 
                    Form used to add a registrant to the conference
                    database. 
               Registration 1
                    Form used to find and edit a registrant in the
                    conference database. 
               Title Screen
                    As obvious as it sounds, it is the title screen.

     Reports
          Templates for outputing registration data to printer.   Contains the
          appropriate fields and layout for a given report.
          Pre-registrants
               Prints alphabetically by name all of the pre-registrants and
               their professional affiliation.
          Receipt
               Confirmation of data and billing of registrants.
          Badges
               The template that the database uses when printing a badge.
          Summary Accounts
               Lists individual accounts information.
          Summary Accounts by Affiliation
               Lists individual accounts information grouped by professional
               affiliation. 
          Summary Accounts by Date
               Lists individual accounts information grouped by date
               entered. 
          Summary Admission
               Prints statistical information about admission codes.
          Summary Tutorial
               Prints statistical information about tutorial codes.
          Summary Workshop
               Prints statistical information about workshop codes.
          Summary Optional
               Prints statistical information about optional codes.

     Macros

          Buttons Macros
               Button macros contain the commands required to perform
               the desired action.  
               Alpha Filter buttons
                    Contains the appropriate commands to filter the
                    database according to the letter pushed on the edit
                    registrant form.
               Accounts Info Switchboard buttons
                    Contains the appropriate commands to perform the
                    actions when one of the Accounts Information
                    Switchboard buttons is pressed. 
               Change Conference Data Switchboard buttons
                    This one contains the commands for the change
                    conference data switchboard buttons.
               Main Switchboard buttons
                    This one contains the commands for the main
                    switchboard buttons.
               Analysis Switchboard buttons
                    As usual this contains the actions for the analysis
                    switchboard buttons.
               Print Badge buttons
                    This macro contains the commands to the buttons on
                    the print badge switchboard. 
               Print Receipt buttons
                    This macro contains the commands to the buttons on
                    the print receipt  switchboard.
               Print Switchboard buttons
                    This one contains the commands to the buttons on the
                    print switchboard the choose between the print receipt
                    and print badges forms.
               Registration Print  Buttons
                    This one contains the commands for the buttons on
                    the  add registrant form to print either a badge or
                    receipt.  
               Registration 1 Print buttons
                    This one contains the commands for the buttons on
                    the  edit registrant forms.
               Registration Switchboard buttons
                    This one contains the commands for the buttons on
                    the registration switchboard which opens either the
                    add registrant or edit registrant forms or close.
               Summary of Account Balances buttons
                    This macro contains the commands that opens the
                    form or report to print one of the account reports or
                    the dialog forms.  These include all pre-registrants, all
                    registrants entered between specified dates, a specific
                    registrants or the registrants that belong to a specified
                    affiliation.
               Summary Switchboard buttons
                    This contains the commands for the buttons on the
                    summary switchboard.

          Menu Macros
               Menu macros create custom menu bars that mimic the action
               of the buttons.  Each menu simply has one command.  It
               adds a menu bar to a form.  The only difference is which
               form it adds it to and what commands are in it.  The
               command is the same and the options in the menu bar are
               the same as the button.  You just tell it to us a macro group
               like summary switchboard buttons and it adds all these
               commands for the buttons to the menu.  This allows the user
               to use keys instead of a mouse.
               Accounts Info Switchboard menu
               Change Conference Data Switchboard menu
               Analysis Switchboard menu
               Main Switchboard menu
               Print Badge menu
               Print Receipt menu
               Print Switchboard menu
               Registration 1 Print menu
               Registration Switchboard menu
               Summary Switchboard menu
               Title Screen menu

          Dialog Macros
               Dialog macros use the user entered data to complete the
               function of the form.
               Dialog Accounts Affiliation
                    This dialog macro prompts the use for an affiliation
                    then filters all registrants with that affiliation into a
                    dynaset.  This dynaset is then print using the summary
                    by affiliation report.  The use can also choose all
                    affiliations
               Individual Accounts Dialog
                    This dialog is similar to the previous but pulls an
                    individual record and uses the account summary
                    report.  It also has an all option.
               Print Badge Dialog
                    This prompts the user for the information in both
                    badge name dialog and badge date dialog.  It will filter
                    for an individual name or for registrants entered
                    between the entered dates and print the dynaset of
                    badges using the small badge report.  It will, when
                    finished, change the field that indicates that the badge
                    was printed. 
               Print Receipt Dialog
                    This macro group is similar the Print Badge Dialog
                    except it is called from the receipt date dialog and
                    receipt name dialog forms and prints using the receipt
                    form.
               Dialog Date Summary
                    This dialog filters the records using the dialog
                    summary by date form start date and end date.  It then
                    uses the accounts by date report to print.
     
          Other Macros   
               Find First Name
                    Goes to the first name field and finds the first
                    matching record. 
               Find Last Name
                    Goes to the last name field and finds the first
                    matching record. 
               Account Info to File
                    Creates temporary table of accounting information and
                    prints it to ASCII and microsoft excel files.
               AutoExec
                    Performs opening sequences.
               Close
                    Closes the currently opened object.
               Title Screen macro
                    Close macro used by the custom menu but not
                    attached to any button.
