This file contains information about how to install and use the MDB files provided to comply with the recent OIG's requirements. Be sure to read the Supplement at the End.

Overview

There are two MDB files. One is called Names.MDB and the other is called Codes.MDB.

A. The Codes.MDB provides three queries. These queries allow the user to create three new Tables:

1. Codes - Closed case information, without client's name. The user is prompted for the closed dates when running the query. This is referred to as the DataCall 1 requirement.

2. Names_FundingCodes - The Funding Codes, so that the recepient can tell what the number codes mean.

3. Names_OfficeCodes - The Office Codes, so that the recepient can tell what the number codes mean.

B. The Names.MDB provides three queries. These queries allow the user to create three new Tables:

1. Names - Closed case information, including the client's name. The user is prompted for closed dates when running the query. This is referred to as the DataCall 2 requirement.

2. Names_FundingCodes - The Funding Codes, so that the recepient can tell what the number codes mean.

3. Names_OfficeCodes - The Office Codes, so that the recepient can tell what the number codes mean.

Installation and Use

1. On a computer with the full version of Microsoft Access 97 or 2000, create two Folders on your desktop. I suggest Codes for the Codes.MDB and Names for Names.MDB (The resulting path would be C:\Codes\Codes.MDB).

2. Copy the file from the Web to the appropriate location.

3. Using Explorer, look at the contents of C:\Codes and double click on Codes.MDB.

4. When the database window opens, go to the top line menu and choose Files, Get External Data, Link. When prompted, find your ClientsT981.MDB file on the server, highlight it and press the link button. When it opens, highlight the ClientsW, subOffice and subFunds tables and press the link button. When you return to the database window, you should see ClientsW, subFunds and subOffice on the Tables tab with arrows pointing at them, meaning they are linked.

5. Go to the Queries Tab and Double click on the Codes_DataCall1 Query. You will be prompted for closed dates, fill them in. A new table called Names is generated on the Table tab.

6. Run the Names_FundingInfo and Names_OfficeInfo queries to generate tables explaining your funding codes and your Office codes.

7. Go to the top line menu and choose Tools, Database Utilities, Compact database. The system compacts itself automatically, which makes it as small as possible.

8. Send an Email to the OIG and use the Codes.MDB file as an attachment.

9. Repeat this for the Names.MDB when appropriate.

10. If the queries are run a second time, they erase the first table created and recreate a new one.

Important Supplemental Information about the Data Call Query

Everyone uses Clients for Windows in a slightly different manner. It is absolutely essential that the data call queries not be used without taking into account how you use the program. For example, although I recommend not letting any Rejected Cases get into ClientsW, some people store them there as a matter of course. Thus, cases with CaseTypes of R should not be reported. What does your program use the H (hold) and T(transferred) case type designation for? Some programs use Spcode1 to designate cases as being unduplicated, while others use the unduplicated field. You might have rules and fields you use that others don't.

Taking all of these factors into account is very simple. Follow these steps:

1. Determine how you use the program. Write these things down in a series of rules. For example, "We only count CaseType S, P and H cases. In addition, of those cases, we only count those where the Unduplicated field is marked as Yes. etc."

2. Start up the Codes.MDB file and follow the normal instructions. However, before generating the report, open the Codes_DataCall1 query in the design mode. This would also apply to those doing the data call 2 using the Names_DataCall2 query in the Names.MDB file.

3. Add the fields you mentioned above to the columns by typing their name in or double clicking on their name in the ClientsW Table box above the grid.

4. Add the criteria you use to count cases. For example, under CaseType on the Criteria line you might place:

S Or P Or H Or T

if these are the cases you count. On the same Criteria line under unduplicated you could place:

True

etc.

5. Be sure to uncheck the Show box in each of these columns or the field will be included in the data.

This should take into account the way you use the system and include only those cases that are appropriate.