Process MDB Form
 

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Process MDB Form

The SCO uploads a combined "mdb" (data) file around the 25th of each month.  This file is named springfieldmonthly.mdb and must be in the "'import" sub-folder under the "lacc" folder where file smpdata.mdb file is located.  This file contains:

  • Country information
  • Student information that the SCO has on file
  • Sponsor information
  • Sponsorship information (new assignments and sponsor deletes)
  • Giving information (donations for sponsorship and gifts)
  • Letters information
  • Schools information
  • In addition, once each year, normally with the February 25th mdb file, historical giving information will be included that rolls up monthly transactions from 25 to 36 months into an annual total dated December 31st of that year.

A second file will be sent around the 10th of the month.  This file contains all of the information that the file send on the 25th has, but does not contain giving information.

In addition to completing the procedures below under 7 Buttons on the Process MDB Form, when finished, the user will continue on to the following forms for additional processing:

  • Gifts Form
  • Letters Form
  • First Letter Form
  • Update CH/ Photos Form

7 Buttons on the Process MDB Form.  The form shows the date of the last MDB file processed and and last MDB packet code, used as the packet code for both gifts and letters.  The MDB Files Processed report is accessible from this form that provides a history of the MDB files processed.

Please follow these procedures.  First, verify your Internet connection.  Then complete these steps, each number representing the 7 buttons on the Process mdb form.

  1. From the drop-down box, select the MDB code according to the advisory received and the relative date.  Then press the Download SCO File button. 
    1. Press the Save button when the typical File Download window appears to download file xxSpringfieldMonthly.mdb (where xx represent the country number).  The Save As dialogue box opens.
    2. Navigate to c:\lacc\import\ or \lacc\import on the network computer or drive.  Note:  The mdb file must be in the \import folder on the same drive where the smpdata.mdb file is located in the \lacc folder.
    3. Press the Save button to download the file to the hard drive.  When finished, the Download Complete window may appear.  Close this window.
    4. Verify that xxSpringfieldMonthly is in the proper \import folder by opening Windows Explorer and navigating to the expected folder.
  2. Press the Unzip MDB File button.
  3. Press the Process SCO MDB File button.  The Success! window will open confirming that the mdb file was successfully processed.

Student Information Discrepancies... HOW DO I process them?

  1. Press the Preview Student Comparison Report button.  It's important that the country understand the nature of the student data discrepancies between the country office and the SCO.  See HOW DO I Interpret the Student Comparison Report? for more information.
  2. Press the Upload Student Data File to Server button to copy file ExportChildTable.txt to the SMP server.  Note: This file is compressed, saved as mmddyy,xxExportChildTable.zip in the \export folder and uploaded by FTP to the SMP server.
  3. Press the Send Email Report and Advisory button.  The Send dialogue box opens.
    1. Select the Rich Text Format (default) or Snapshot Format.  Press OK.
    2. An email message opens with report Comparison of Springfield and Country Student Records.rtf or snp attached, indicating that file mmddyy,xxExportChildTable.zip has been uploaded to the SMP server.
    3. Press Send after verifying that the message is being sent to DataTables@LACCOffice.org and your rep.  Note: Some email programs may interrupt the automatic opening of an email message.  If this occurs, give permission to open and send the email.  If it doesn't open, it may be automatically put in the outbox of your email program.  If this is how your email program works, it is strongly suggested that you turn off the feature that automatically sends messages when they arrive to the outbox.
  4. Press the Preview Sponsorship Assignments-Deletes Report button.  Print the report for your files.  This report provides a summary of all changes in sponsorship (additions and deletes) since the last mdb file was sent.

Continue on to Gifts Form for additional processing.


HOW DO I Interpret the Student Comparison Report?