Introduction
The Database Module caters for all your data requirements. Data may be imported from another database, backups scheduled and restored, and your database changed - with all existing data being transferred across with a minimum of fuss.
Features
- Backups and restorations
- Import from another database
- Change your database
Importing Existing Data
Importing from your existing database or file. If you have been using another school application or file to store your school information, TS School makes it easy to import data from any existing source.
Sources:
- Any database
- Any file (Excel, text file, etc)
Use this screen to import data from your existing database to the TS School database. You can import data on the following:
- Learners
- Staff Members
- Departments
- Subjects
- Form Classes
- Subject Classes
- Teams
- Aptitudes
- Awards
- Medical Practitioners
- Lockers
Importing Learners
The following fields may be imported:
- Student # - The learner's student number
- Surname - The learner's surname
- First name - The learner's first name
- Second Name - The learner's second name
- Known As - The name by which the learner is most commonly known
- I.D. Number - The learner's civilian identification number
- D.O.B. - The learner's date of birth
- Profile - The learner's profile/nature
Note:
Importing more than once will lead to duplicates (which will then have to be manually deleted).
After importing, you must go into the Learner screen and make sure that all the imported learners have the minimal amount of information. If learners lack the minimal amount of information, they appear gray.
Guardians
Whilst importing, learners do not share guardian details. If there are indeed learners with the same guardian, then, after importation, the learner details must be manually changed to point to the same guardian.
Student Numbers
If you are not importing the learners' existing student numbers then the system will automatically generate them for you if the system has been set up to automatically generate student numbers. Otherwise you will have to manually give the imported learners their student numbers in the Learner screen. |
Importing Staff Members
The following fields may be imported:
- Employee # - The staff member's employee number
- Title - The staff member's title (eg Mr.)
- Surname - The staff member's surname
- First name - The staff member's first name
- Second Name - The staff member's second name
- Known As - The name by which the staff member is most commonly known
- I.D. Number - The staff member's civilian identification number
- D.O.B. - The staff member's date of birth
- Profile - The staff member's profile/nature
Note:
Importing more than once will lead to duplicates (which will then have to be manually deleted).
After importing, you must go into the Staff screen and make sure that all the imported staff members have the minimal amount of information. If staff members lack the minimal amount of information, they appear gray. |
Importing Departments
The following fields may be imported:
- Name - The name of the department
- Desc - The description of the department
Note:
After importing, you may go into the Departments screen and assign department heads if you wish. |
Importing Subjects
The following fields may be imported:
- Name - The name of the subject
- Desc - The description of the subject
Note:
After importing, you must go into the Subjects screen and make sure that all the imported subjects have the minimal amount of information. If subjects lack the minimal amount of information, they appear gray. |
Importing Form Classes
The following fields may be imported:
- Name - The name of the form class
- Desc - The description of the form class
Note:
After importing, you must go into the Form Class Setup screen and make sure that all the imported form classes have the minimal amount of information. If form classes lack the minimal amount of information, they appear gray. |
Importing Subject Classes
The following fields may be imported:
- Name - The name of the subject class
- Desc - The description of the subject class
Note:
After importing, you must go into the Subject Class Setup screen and make sure that all the imported subject classes have the minimal amount of information. If subject classes lack the minimal amount of information, they appear gray. |
Importing Sports Teams
The following fields may be imported:
- Name - The name of the sports team
- Desc - The description of the sports team
Note:
After importing, you must go into the Sports Team Setup screen and make sure that all the imported sports teams have the minimal amount of information. If sports teams lack the minimal amount of information, they appear gray. |
Importing Aptitudes
The following fields may be imported:
- Name - The name of the aptitude
- Desc - The description of the aptitude
Importing Awards
The following fields may be imported:
- Name - The name of the award
- Desc - The description of the award
- Criteria - The criteria that have to be met in order to receive the award
Note:
After importing, you must go into the Awards screen and make sure that all the imported awards have the minimal amount of information. If awards lack the minimal amount of information, they appear gray. |
Importing Medical Practitioners
The following fields may be imported:
- Title - The medical practitioner's title (eg Dr.)
- Surname - The medical practitioner's surname
- First name - The medical practitioner's first name
- Second Name - The medical practitioner's second name
- Practice # - The practice number of the medical practitioner
- Practice Desc - The description of the medical practitioner's practice (eg General practitioner)
- Offices - The medical practitioner's offices
Note:
Importing more than once will lead to duplicates (which will then have to be manually deleted). |
Importing Lockers
The following fields may be imported:
- Name - The name of the locker
- Desc - The description of the locker
- Combination - The combination of the locker
- Condition - The condition of the locker
Note:
After importing, you must go into the Locker Setup screen and make sure that all the imported lockers have the minimal amount of information. If lockers lack the minimal amount of information, they appear gray. |
The Backup Folder
In order to make backups of your database, TS School needs to know where to place them. The backup folder is the folder in which all database backups are going to be placed.
Backing up your Database
Once the backup folder has been set, the TS School database can then be backed up. The TS School database can be either manually backed up at any time or scheduled to do so.
Details:
- Folder - The location of the backup folder. There is also a link to go and indicate the backup folder.
- Automatically back up the system - Check to get the system to automatically make its own backups, placing them in the backup folder. Uncheck to not get the system to automatically make its own backups.
- Time - Backups must occur on or as soon as possible after this time on a daily, weekly or monthly basis.
- Day - The day of the week on which the backup must occur.
- Daily - Backup on a daily basis at the specified time (recommended).
- Weekly - Backup on a weekly basis on the specified day.
- Monthly - Backup on a monthly basis on the specified day of the first week.
- Backup Now - Click to immediately make a backup of the database. We strongly recommend this be done on a regular basis if the system is not set to automatically make its own backups.
Restoring your Database
The Restore screen, as its name implies, restores the TS School database to a pervious backup.
Shown are all backups. For each backup:
- Name - The full path and filename of the backup
- Date / Time - The date and time of the backup
Simply choose the backup you want to restore from (typically the latest one) and click the Restore button. Database restoration should be an extremely rare occurrence. Restoration is typically only ever done if the current TS School database has somehow become corrupted or even deleted by someone and you need to get TS School back to the same state that it was in when the backup (that you want to restore) was made. To this end, when TS School is shipped, only the school principal and system administrator can perform a database restoration. It is strongly advised to keep these permissions, but if you have to involve others in restoring from backups, then only give this to people in positions of great responsibility and technical know-how.
Reports
The reports of the Database Module are:
- System Backups
- System Restorations
System Backups
Shows a list of all system backups to date, starting with the most recent.
Details:
- Date / Time - The date and time of when the backup was made.
- File - The file that the backup was written to.
System Restorations
Shows a list of all system restorations to date, starting with the most recent.
Details:
- Date / Time - The date and time of when the restoration was made.
- File - The file that was recovered.
- Username - The username of the person that restored the database.
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