ScanTools II User Guide

ScanTools II User's Guide
NCS Pearson Publication Number 202 723 029
Copyright 1994, 1995, 1996, 1998, 1999, 2000, 2001 NCS Pearson, Inc. All rights reserved. Printed in the United States of America. No part of this book may be reproduced in any form, or by any means, without permission in writing from the publisher.
DOSSIER, OpScan, ScanTools, Sentry, and SelfScore are registered trademarks and NCS DesignExpert, NCS Pearson, the NCS Pearson logo, and the ScanTools II logo are trademarks of NCS Pearson, Inc. IBM is a registered trademark of International Business Machines Corporation. InstallShield is a registered trademark of InstallShield Software Corporation. Microsoft, Visual C++, Windows, and Windows NT are registered trademarks of Microsoft Corporation. Pentium is a trademark of Intel Corporation. SPSS is a registered trademark and SPSS/PC+ is a trademark of SPSS Inc.
Read Me First
It is very important that you read and are familiar with the following parts of this Users Guide BEFORE installing and operating this product.
System Requirements
Located in the Overview. Before you start, be sure that you have the right hardware and software on your system.
Using Online Help

Located in the Overview. The online help can be very useful and may eliminate the need for a call to NCS Pearson Customer Support. If you do not know how to use online help, read this description and try it out on your system.
Calling for Help

Located in the Overview. If this Users Guide or the online help does not have the answer to your question or problem, go to this description.
This Users Guide is a basic overview of ScanTools II software. Use online help to find details of the functionality of the software.
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Preface
Intended Audience
The purpose of this Users Guide is to help you install and operate the ScanTools II software product. The Users Guide makes the following assumptions: You know how to use a personal computer. You are familiar with your operating system interface: Microsoft Windows 95, Windows 98, Windows 2000 Professional, Windows NT, or Windows Millennium. You have read the users guide for the scanner you are using and are familiar with its controls.
Whats in this Manual

The ScanTools II Users Guide consists of the following chapters. Chapter 1 introduces OMR concepts and provides an overview of the capabilities of ScanTools II software. Chapter 2 describes how to install and configure ScanTools II software. Chapter 3 describes how to create (define) an application by using the ScanTools II Application Module. Chapter 4 describes how to scan documents. Chapter 5 describes edit profiles and the editing process. Chapter 6 describes score profiles and the scoring process. Chapter 7 describes the conversion profile and how to convert standard ScanTools II data files into other data formats. Chapter 8 provides a brief summary of user exits. Appendix A provides a tutorial to help you learn how to use the ScanTools II Application Module. Appendix B describes the structure of a ScanTools II data file (.DAT). The Glossary defines terms common to ScanTools II software and scanning. The Index provides an alphabetic listing of topics contained in this manual.
Year 2000 Information and Readiness Disclosure

In the event of Product Y2K noncompliance, Customer's sole remedy, and NCS Pearsons sole obligation shall be limited to NCS Pearsons reasonable good faith efforts to correct any such non-conformity as soon as practicable. Statements made in the course of this file are subject to the Year 2000 Information and Readiness Disclosure Act (P.L. 105-271). In the case of a dispute, this Act may reduce your legal rights regarding the use of any such statements, unless otherwise specified by your contract.
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Table of Contents
READ ME FIRST................................................................................................. III PREFACE.............................................................................................................V 1. OVERVIEW ..................................................................................................... 1
Scanning ........................................................................................................................ 1 From Dots to Data...............................................................................................................2 Data Organization...............................................................................................................3 Applications.........................................................................................................................3 Edit Profile ...........................................................................................................................4 Score Profile .........................................................................................................................5 Conversion Profile ..............................................................................................................5 System Requirements .................................................................................................... 6 Hardware Requirements....................................................................................................6 Operating System................................................................................................................6 Calling for Help ............................................................................................................... 7 Support Web Site............................................................................................................ 7 Using Online Help........................................................................................................... 8 Migrating Applications from Earlier Versions of ScanTools Software .............................. 9
2. INSTALLATION AND SETUP....................................................................... 11

Begin the Installation .................................................................................................... 11 First Time Installation.................................................................................................... 13 Upgrading from an Earlier Version of ScanTools II ....................................................... 21 Modify ................................................................................................................................22 Remove (Uninstall) ScanTools II Software....................................................................25 Configuration Settings .................................................................................................. 26
3. CREATING AN APPLICATION..................................................................... 29
Task Summary.............................................................................................................. 29 Parts of an Application .................................................................................................. 29 The Document Definition .............................................................................................. 30 The Output Format Definition ........................................................................................31 Application Options .........................................................................................................34
Table of Contents vii
Steps to Creating a ScanTools II Application.................................................................35 Start ScanTools II Application Definition......................................................................35 Select or Create a ScanTools II Application ..................................................................35 Select or Create a Document ...........................................................................................36 Import a Document...........................................................................................................36 Select or Create an Output Format.................................................................................37 Define Grids and Associate with Fields.........................................................................38 Select Options ....................................................................................................................39 Select Release for Scanning..............................................................................................39 Save ScanTools II Application.........................................................................................39 Close ScanTools II Application Module Window........................................................39 Making an Application Disk ...........................................................................................39 Installing an Application.................................................................................................41 Deleting an Application..................................................................................................42
4. HOW TO SCAN DOCUMENTS..................................................................... 43

Task Summary ..............................................................................................................43 Parts of the ScanTools II Window..................................................................................43 Configuring the Context.................................................................................................44 The File Bar ........................................................................................................................44 The Scanning Options Dialog Box..................................................................................44 Scanning .......................................................................................................................45 Scanner Errors ...................................................................................................................45 Edit Errors ..........................................................................................................................46 Edit Correction Dialog Box..............................................................................................47
5. EDITING DATA ............................................................................................. 49

Task Summary ..............................................................................................................49 Edit Profile.....................................................................................................................49 Upgrading an Existing Edit Profile .................................................................................50 Modifying an Existing Edit Profile ..................................................................................51 Using the Mouse to Display/Hide Fields in Documents............................................51 Changing Edit Profile Values..........................................................................................52 Creating a New Edit Profile ...........................................................................................52 Automatically Editing Data Files ....................................................................................52 Selecting Edit Options ......................................................................................................52 Selecting the Application, Data File, and Edit Profile .................................................53 Starting the Edit Cycle......................................................................................................53 Page viii ScanTools II User's Guide
Making Corrections ..........................................................................................................53 Manually Editing Data Files .......................................................................................... 55 Selecting the Data File ......................................................................................................55 Using the Modify Data File Window .............................................................................55
6. SCORING DATA ........................................................................................... 57

Task Summary.............................................................................................................. 57 Score Profile ................................................................................................................. 57 The Score Profile Window ............................................................................................ 58 Modify or Create a Score Profile ................................................................................... 59 Changing Parameter Values............................................................................................60 Scoring an Existing Data File (Post-Scan Scoring) ....................................................... 60
7. CONVERTING DATA .................................................................................... 61

Task Summary.............................................................................................................. 61 Conversion Profile ........................................................................................................ 61 Output Formats for Converted Files .............................................................................. 62 Delimited ASCII (.DLM) ..................................................................................................62 Fixed Length Records (.SDF)...........................................................................................63 DIF (.DIF) ...........................................................................................................................63 SPSS for Windows ............................................................................................................63 SPSS/PC+...........................................................................................................................64 DOSSIER (.DSA or .DSE) .................................................................................................65 Sheet Compile (.STC)........................................................................................................65 IBM 3881 (.ASC or .EBC)..................................................................................................66 Y2K Compliant (.Y2K)......................................................................................................66 The Conversion Profile Window.................................................................................... 67 Modify or Create a Conversion Profile..........................................................................68 Changing Parameter Values............................................................................................68 Converting an Existing Data File (Post-Scan Converting) ............................................. 69
8. USER EXITS ................................................................................................. 71 APPENDIX A. TUTORIAL: CREATING AN APPLICATION............................. 73

Before You Begin.......................................................................................................... 73 If You Need More Practice with Windows ..................................................................... 73 Getting Started ............................................................................................................. 74 Creating Application, Document, and Output Formats .................................................. 74
Table of Contents ix
Defining Fields and Grids ..............................................................................................75 Defining the "Name" Field and Grid..............................................................................75 Defining the "Birthdate" Field and Grids ......................................................................77 Defining the "ID Number" Field and Grid ....................................................................81 Defining the "Gender" Field, Grid, and Translate Table .............................................82 Defining the "Grade" Field and Grid..............................................................................84 Defining the "Items" Grids and Field .............................................................................86 Final Steps ....................................................................................................................89 If You Need More Practice ............................................................................................90
APPENDIX B. DATA FILE FORMAT................................................................ 91 APPENDIX C. GLOSSARY .............................................................................. 93 INDEX .............................................................................................................. 101
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1. Overview
ScanTools II software runs under Microsoft Windows and gives you the ability to use a personal computer to control an NCS Pearson scanner. You use the computer to process, store, and retrieve the data collected by the scanner. With ScanTools II software, you can Design unique applications (sets of rules for collecting data from forms and storing the data on disk). Tell the scanner what to do in the event of errors or other unusual occurrences. Define standards for validating scanned data. Modify the data collected from scanning. Convert the format of data files so that they can be used by other software packages. Define scoring rules and scan key sheets for scoring tests. Score tests during scanning or after test data is in a file on disk. Extract data using the extended capabilities in the User Exits Module that allow experienced programmers to extract data from virtually any process in ScanTools II software. Refer to Chapter 8 for a brief summary and to the online help for a complete description of all user exits.
By using ScanTools II, you benefit from the efficiency of collecting data with a scanner and the flexibility and power of processing data with a computer.
Scanning
Optical Mark Reading (OMR) is a mature computer technology that enables you to collect data directly from special documents. The OMR scanner collects the data and transmits it to a host computer. The computer performs additional processing to format the data into useful data files. ScanTools II software uses applications, edit profiles, and score profiles to provide the scanner and the computer with the information they need to know to successfully collect data. You can control scanning by creating and using these tools. First, the marked documents are organized and placed in a scanner; then, scanning is started from the ScanTools II main window. NCS Pearson reflective-read scanners gather data by measuring the amount of light that reflects off the paper at various points. The scanner detects the marks as they pass under the read head; then, the scanner records the position and the read level for each mark on the document. The data is sent to the computer where it is interpreted according to information you gave it through ScanTools II software. Information is collected from the data and stored in a file on disk. After it is stored on disk, the information can be displayed on the computer screen, printed out, or used by a software program other than ScanTools II software. Chapter 1: Overview Page 1
Using ScanTools II software, you provide the computer with certain information needed to successfully compile information from scanned documents, including Where the response positions (the bubbles or ovals that can be marked) are located on a document. What information the response positions on a document represent. What constitutes a valid mark on a document. What format to put the collected data in. Where to send the data.
From Dots to Data

The following diagram shows the flow of data in a ScanTools II software OMR system.
Documents Scanner
PC
ScanTools II Software on PC Application Definition
Edit Profile (optional)
Score Profile (optional)
Conversion Profile (optional)
Data Files
Converted Data file (optional)
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Data Organization
The application designer uses the Application Module to create documents by designing a set of grids that represent areas on the document where a respondent will enter data. Each grid is linked to an output field; for example, you can define a Social Security Number field in the Application Module. Other non-grid output fields may be appended to this set of data. When you scan a sheet for a defined document type, ScanTools II software generates a data record based on this set of fields. The record format is the way in which fields are logically arranged within each record; for example, you have defined the following fields in the Application Module in the order listed: Employee Name, Title, Salary, and Home Address. A sample record format follows:
Character Positions 1-20 Employee Name Character Positions 21-40 Title Record Character Positions 41-50 Salary Character Positions 51-70 Home Address
Each document scanned generates a single record containing the defined fields in the order set up in the Application Module. You select a data file on the ScanTools II main window where the scanned data will be stored as a set of records. The records are stored in the data file in the order in which they are scanned. The NCS Header is a 40-byte-long field that precedes all field data at the beginning of every data file (.DAT) record; the Header contains information pertaining to the record it is part of. This information is useful for determining when and under what conditions the record was produced and how it is related to other records in the file.
Applications
An application is a set of rules governing how documents are scanned and how data from them is collected and stored. Among other things, an application specifies where to find response positions and what constitutes a valid mark on a document. It tells the software what the response positions on a sheet represent and in what format data from scanning should be stored. You create applications using the ScanTools II Application Module. Within an application, one or more sheets make a document; a document creates one document record, and many documents can be added to one application. The first stage of processing performed by ScanTools II software is to modify the data stream from the scanner into a simple organized data structure. The rules governing this conversion are contained in the ScanTools II application that is created using the ScanTools II Application Module. The application contains A document definition that describes what each area on a sheet(s) represents. An output format containing fields that correspond to the areas of the sheet. A document sequence definition that describes the order in which the documents can be scanned. Page 3
Chapter 1: Overview
ScanTools II software also uses the Application Module to ensure that the document is valid. ScanTools II software Compares the document's form IDs (document identification code marks) to the application definition. If the form IDs do not match, ScanTools II software can cause the scanner to reject the document. Verifies the number and order, if a document is composed of a set of separate sheets. Incomplete or improperly ordered documents can be rejected during scanning. Assesses the darkness of the marks on a sheet and determines if the mark is valid data (or merely an erasure or stray mark).
The ASCII data file created by ScanTools II software can be used without further processing; however, you can also take advantage of the powerful validation and scoring features of ScanTools II software. These optional features are described in the following paragraphs.
Edit Profile
Another way of controlling how data is collected is using edit profiles. An edit profile is a set of rules for determining whether data collected from scanning is valid or not and what to do if it isnt. An edit profile can also be used to modify data after it has been written to a file. Edit profiles are used to validate such conditions as Multiple marks. Blank fields. Correct justification of data in fields. Presence of data in mandatory fields. Minimum and maximum valid values.
If you are scanning documents while using an edit profile and a sheet fails any of the edits defined, you can specify how the failing sheet and its data are to be handled: The sheet or document can be selected into a separate bin during scanning and/or the scanner can be stopped, depending on the type of scanner you're using. The document record can be flagged and stored with the rest of the document records in the data file. You can either edit failing document records while scanning or edit the data file afterwards. ScanTools II software identifies which edit profile tests were failed by the document record and for what reason. (The edit profile can restrict editing to certain data fields or certain types of edits within a field.) Reject the document so its data will not be stored in the data file.
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Score Profile
A score profile is a set of rules for scoring test data that is scanned from documents and for printing and storing data from scoring. Scoring consists of determining correct and incorrect responses by comparing the test data to key data. Score profiles can be used to score tests during scanning (online scoring) or to score test data that has been scanned and is in a data file (post-scanning). Post-scan scoring requires the ScanTools II Score Module. After score profiles have been created, they (including key sheets) can be stored on disk and modified. A score profile that was created by ScanTools software version 2.5 (DOS) or greater or 1.2 (Windows) or greater also can be used. You will be able to create, open, and view a score profile only if you have installed the ScanTools Score Module. Some features of scoring are listed below: Scanning the test key at the time the documents are to be scored. This enables you to create tests without having to program each test key in advance. Hiding the correct answer from the final document records by enabling ScanTools II software to translate each correct answer to a dummy character (such as "X"). This contributes to the security of your test keys. Scoring your documents by using ScanTools II software offloads some of the data processing involved in large data collection tasks. Depending on the way you are using scanning technology, this could extend your mainframe's processing and mass storage capabilities.
Conversion Profile
The data scanned from documents is stored in a data file in a format established by NCS Pearson. The data can be reformatted to allow it to be imported into another software program. A conversion profile is a set of rules for converting data that is scanned from documents into a different format. You can create conversion profiles using the ScanTools II Conversion Module. The ScanTools II software package includes several standard conversion profiles for statistical packages (such as SPSS), older data file formats (DOSSIER, IBM 3881, and Sheet Compile), DIF database format, and comma-separated fields. Chapter 7 describes the characteristics of each format.
Chapter 1: Overview
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System Requirements
To run ScanTools II software on your system, you must have the proper computer hardware and operating system.
Hardware Requirements
IBM personal computer or compatible with at least a Pentium-class processor (120MHz or better). System memory minimum of 32 Mbytes. Hard drive space minimum 56 Mbytes (24 Mbytes for program space and 32 Mbytes for data). The required space may increase, depending on the applications data storage requirements. Monitor display setting of 800 x 600 resolution. Recommended resolution: 1024 x 768. One of the following NCS Pearson scanners: OpScan 2, 3, 4/4U, 4XP, 5, 6, 7, 8, 9010M/9020M, and the OpScan 2, 3, 4/4U, or 4XP for the SelfScore option. OpScan 10 and 21 scanners can be connected to the computer using only a USB connection.
The OpScan 10 and OpScan 21 scanners operate only in the Windows NT and Windows 2000 Professional operating system environment. Do NOT attempt to use them in the Windows 95, Windows 98, or Windows Millennium operating system environment.
An Internet connection and a Web browser for accessing the Support Web Site. A CD-ROM drive for installation.
Operating System
You must be running one of the following Microsoft Windows operating systems: Windows 95 Service Pack b (not for OpScan 10 or 21). Windows 98 SE (not for OpScan 10 or 21). Windows NT 4.0 Service Pack 6a. Windows 2000 Professional, Service Pack 1. In order to run ScanTools II software on a Windows 2000 Professional system, you must be a member of the Power Users group. Consult your administrator for more details. Windows Millennium (not for OpScan 10 or 21).
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Calling for Help

The NCS Pearson product includes one year of telephone support. When you have questions that are not answered by this manual or by the online help system, call NCS Pearson Customer Support. Before calling NCS Pearson Customer Support, follow the steps listed below: 1. Check this manual or the online help for help with your question. If you cant find the answer, continue to step 2. 2. Record the sequence of steps leading to the problem. 3. Record the text of all error messages encountered. 4. Have your 9-digit software Serial Number available; it is displayed on the CD sleeve and in the About ScanTools dialog box in the Help menu. 5. Be available at the scanning system. 6. Call NCS Pearson Customer Support at 1-800-338-5544. When you call NCS Pearson Customer Support, an operator will first ask you to describe the problem; then the operator will connect you to an NCS Pearson Customer Support analyst. If the analyst is not available, he or she will call you back within one hour. This NCS Pearson software product includes one year of telephone support. Your support begins on the date of shipment and is available Monday through Friday between 8:00 A.M. and 5:00 P.M. Central time (except NCS Pearson-recognized holidays).
Support Web Site

If you have Internet access, select Support on the Internet on the Help menu of the ScanTools II main window to access the Support Web Site. The Support Web Site gives you access to the following: Frequently asked questions (FAQs) with answers about ScanTools II software and other scanning hardware and software products. Online registration of your ScanTools II software with NCS Pearson so that you can be notified of the availability of updates. ScanTools II software updates that you can download.
As a new licensee of ScanTools II software, you have access to these support resources for one year. Continued access to some of these resources requires a continuing software support agreement.
Chapter 1: Overview
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Using Online Help

ScanTools II online help contains information about each dialog box and other information needed to use the product. To access online help, use one of these methods: Press F1 from any screen or dialog box to display information about that screen or dialog box. The information about the dialog box may be linked to related topics and information; for example, press F1 while the ScanTools II main window is displayed to show online help for this screen. Click Help on the menu bar and select Contents to display the online help system for ScanTools II software.
The left side of the online help display is the Explorer View Help. The tri-pane of the Explorer view Help window contains Contents, Index, and Search tabs. These appear to the left of the topic pane so that you never lose your place. Click the Contents tab to browse through topics by category. Click the Index tab to display a list of index entries; either type the word you are looking for or scroll through the list. Click the Search tab to search for words or phrases that may be contained in a Help topic. The first time you use Search you must go through two Find Setup Wizard screens to build a word list that the Search tab uses for searching. This does not take long. After the file is built, you can type any word in the first line of the Search tab to display a list of all topics in which that word occurs. You can then select and display any of those specific topics.
You can toggle between removing and displaying the Explorer View Help by clicking the Help Topics button at the top of the Help Window. You can also resize the proportion of the Explorer View Help to the Help Text window by selecting and dragging the line separating the two parts of the help window. The right side of the online help display is the Help Text window. It displays the help text for the currently selected help topic. Click the Back button to go to the previous topic you just viewed. Click the Print button to print the help topic to your printer. Click the arrow buttons (<< or >>) to go to a related topic.
Within the topic window are words that appear in green underline; these are links to other topics. Place your cursor over the green underlined words and the cursor changes to a hand shape. Click the left mouse button to display the new topic. The Contents tab consists of a number of books (Overview, Editing, etc.). Each book is divided into one or more help topics. From this dialog box, you can do the following: Page 8 To open a book, click on the plus sign next to the book or just double-click on the book. All individual topics in the book are displayed in a list. To display a topic, click the topic or just double-click on the topic. To print an individual topic, select the topic, then click the Print button. ScanTools II User's Guide
Migrating Applications from Earlier Versions of ScanTools Software

This section provides an overview on migrating applications from earlier versions of ScanTools software.
CAUTION: Be sure to back up all applications and profiles before you do any migrating.
You can use applications, profiles, and data files that have been created in previous versions of ScanTools software; however, you cannot migrate from any version prior to the versions listed below: Note: ScanTools version 2.5b (running under MS-DOS) ScanTools version 1.2 (running under Microsoft Windows) ScanTools II version 1.0 If upgrading from ScanTools II, refer to the Upgrading from an Earlier Version section.
ScanTools II software uses a different format for applications and profiles; therefore, you must decide whether or not to save them in the newer ScanTools II format. Once the files are saved in the newer ScanTools II format, they cannot be used in previous versions of ScanTools software. Please refer to online help for more detailed information.
Read the Release Notes document that explains the differences between earlier versions of ScanTools software and ScanTools II software.
Chapter 1: Overview
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2. Installation and Setup

This section describes how to install, uninstall, and configure the ScanTools II software. If you experience any problems during the installation, do the following:
1. Record the sequence of steps leading to the problem. 2. Record all error messages encountered. 3. Have your 9-digit software Serial Number available. 4. Be available at the scanning system and call NCS Pearson Customer Support at
1-800-338-5544. An operator will ask you to describe your problem and then will connect you to an NCS Pearson Customer Support analyst. If the analyst is unavailable, he or she will typically call you back within one hour.
Begin the Installation

You can install ScanTools II software on a Windows 95, Windows 98, Windows 2000 Professional, Windows Millennium, or Windows NT operating system. This installation procedure applies to all these operating systems. Where appropriate, the specific operating system is named.
You must have administrative privileges to INSTALL or UNINSTALL ScanTools II software on a Windows NT or Windows 2000 Professional system. In addition, in order to RUN ScanTools II software on a Windows 2000 Professional system, you must be a member of the Power Users group. Consult your administrator for more details.
Before proceeding, note the following: Backup. Before you begin the installation, be sure you back up your existing ScanTools II applications, profiles, and data files. Exit all other application programs before installing ScanTools II software. If ScanTools II software is already on your system (the same version or a previous version), you must first uninstall the existing version. Refer to the Remove (Uninstall) ScanTools II procedure later in this section. Auto-Start. Make sure that the Auto-Start feature of your CD-ROM drive is enabled or run setup.exe from the CD. License Key. You will be entering a special 14-character, alphanumeric License Key in order to install the ScanTools II software you have ordered. The License Key is used for installation, and the 9-digit Serial Number is used when you call NCS Pearson. Do NOT use the Serial Number during the installation procedure. A label containing the License Key, Serial Number, and product name is displayed on the Software Product Registration Card, the CD sleeve, and the back cover of this manual. The Serial Number also is displayed in the About Box of the Help menu.
Chapter 2: Installation
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To distinguish the numeral zero (0) from the letter O, the numeral zero will have a dot printed in the middle of the character as 0. Site License Distribution. If you have a site license for the ScanTools II software, you are permitted to create diskettes from the CD-ROM to distribute to your other sites. The CD-ROM contains three folders: Disk 1, Disk 2, and Disk 3. Copy each folder (not just the individual files within each folder) to a separate diskette and send the 3-diskette set to your site(s). The Application Download Utility can be installed using this procedure. Make sure that your scanner has the proper hardware option installed for running this utility. If you intend to install ONLY the Application Download Utility on your system, enter the keyword download as your License Key.
Insert the NCS Pearson ScanTools II software CD into your CD-ROM drive. The software installation will start automatically. Follow the on-screen installation directions. This dialog box is displayed.
One of the following occurs: If you are installing the ScanTools II software and the InstallShield Wizard senses no other versions of ScanTools II, the Welcome screen is displayed. Proceed to the First Time Installation procedure. If the InstallShield Wizard senses another version of ScanTools II on your system, go to the Maintenance Installation procedure later in this section.
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ScanTools II Users Guide
First Time Installation

The following is a description of how to install the ScanTools II software on your workstation for the first time (i.e., there are no versions of ScanTools II on your workstation).
1. The first screen to appear is the Welcome screen.
Click Next > to display the Customer Information screen:
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2. The Customer Information screen is displayed.
Enter your User Name, Company Name, and License Key in the associated text boxes. This information is required for software installation.
DO NOT ENTER THE 9-DIGIT SERIAL NUMBER. Enter the 14-character, alphanumeric License Key; it is located on the Software Registration Card, the CD sleeve, and the back cover of this manual. To help you distinguish the numeral zero (0) from the letter O, the numeral zero will have a dot printed in the middle of the character as 0.
To install the Download II Utility only, type the keyword download in the License Key text box. Click Next >.
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3. The Registration Confirmation dialog box is displayed.
Check your registration information again. If necessary, click No to return to the previous screen for re-entering any incorrect data. Click Yes to continue. 4. The following software components dialog box is displayed.
The software components listed in the window will differ according to the ScanTools II configuration that you purchased: Scan Only contains the Scanning Module and the Sample Applications and Files. You can include the Download II Utility by clicking on the appropriate box to the left of the entry.
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Application Development contains the Scanning Module, Sample Applications and Files, and the Application Module. You can add the User Exit Shell Module and/or the Download II Utility by clicking on the appropriate box to the left of the entry. Application Development with Scoring is the full ScanTools II software package containing the Scanning Module, Sample Applications and Files, the Application Module, and the Score Module. You can add the User Exit Shell Module and/or the Download II Utility by clicking on the appropriate box to the left of the entry. If you have selected the Download II Utility by entering the keyword download as the License Key, then the software components list will show only the Download II Utility entry.
Verify that the checked components are the components that you want included in your ScanTools II software. Click the User Exit Shell Module (if listed) and/or the Download II Utility check box(es) to include these components. You can also remove one or more components from the configuration by clicking on a component that is already checked. 5. The default Destination Folder is displayed below the component selection window. If you want a different folder for the destination files, click Browse to display this dialog box:
Enter the new path in the Path text box (default is currently displayed) or click the desired folder in the Directories window. Click OK to return to the previous screen. Space Required and Space Available appear below Destination Folder. This area shows how much disk space is available and how much is required. Click the Disk Space button on the software components screen (see previous screen). Page 16 ScanTools II Users Guide
6. The Available Disk Space dialog box is displayed.
Use this dialog box to check the space available on other disk drives on your system. If you want to change the destination disk drive, click the Browse button on the Application Development with Scoring dialog box and navigate to the new drive and folder. 7. Optional. If you think you are going to use User Exits, click the User Exit Shell Module check box on the ScanTools II Setup dialog box. If you had enabled (checked the box), the Select Directory screen is displayed after clicking Next >.
If satisfied with the directory specified in the Path text box, click OK to continue. If not, navigate to the directory where you want to locate the User Exit Wizard directory; this should be the directory where Microsoft C++ DevStudio will expect to find its wizards (normally Microsoft Visual Studio\Msdevxx\Bin \Ide where xx is the DevStudio software version). Click OK.
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8. The Select Program Folder is displayed.
NCS Pearson ScanTools II is the default folder name. If you will be operating out of a different program folder, type the program folder name in the text box or highlight a folder name in the Existing Folders window. Click Next >.
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9. The setup program will begin copying files. The following Setup Status progress screen is displayed during the installation.
Once all the files have been copied, the InstallShield Wizard Complete dialog box is displayed.
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The Yes, I want to view the ReadMe file now option box enables you to read the ReadMe file now or later. If enabled (i.e., the box is checked), the ReadMe file will be displayed using a resident text editor program such as Microsoft WordPad. Click Finish to complete the installation process. 10. After you close the program displaying the ReadMe file or after you click Finish (if you chose not to display the ReadMe file), the following informational dialog box is displayed:
Please register the ScanTools II software by mailing in the Software Registration card, faxing the Software Registration card to 1-651-683-6230, or calling NCS Pearson at 1-800-336-3426. Or, you can register online after installation by selecting the Support on the Internet function on the Help menu of the ScanTools II Main Window. Click OK and the Information screen closes. The NCS Pearson ScanTools II program groups is displayed (includes both the Readme file and the ScanTools II icon). You can copy and paste the ScanTools II icon to your desktop to create a shortcut or close the dialog box and use the Start menu to access ScanTools II.
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Upgrading from an Earlier Version of ScanTools II

The following procedure applies if the ScanTools II installation software detects a version of ScanTools II already existing on your system. This dialog box enables you to modify, repair, or remove the existing ScanTools II software. The Modify, repair or remove ScanTools II software dialog box is displayed.
The Modify, repair or remove ScanTools II software screen enables you to: Modify - changes the software components of your ScanTools II installation. You can add or remove components from the ScanTools II installation. You must use the ScanTools II CD Modify option. Do NOT use the Windows Control Panel Add/Remove program. Repair - reinstalls all software components installed by the previous setup. You can use this function when you suspect any of the ScanTools II files to be corrupted. This function saves you the time of removing all installed components, then reinstalling the same ScanTools II components again. When you have selected this option and click Next, the setup program installs the components, then displays the InstallShield Complete screen. Do NOT use the Windows Control Panel Add/Remove program. Remove - removes all installed ScanTools II software components. You must perform this function first before you can perform a new ScanTools II installation (see First Time Installation earlier in this section). Go to the Remove procedure that follows.
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Modify
To add or remove components from the ScanTools II software installed on your system: 1. Select Modify and click Next >. The Customer Information screen is displayed.
Verify the User Name, Company Name, and License Key. This information is required.
DO NOT ENTER THE 9-DIGIT SERIAL NUMBER. Enter the License Key. This is a 14character, alphanumeric string found on the Product Registration Card, the CD sleeve, and the back cover of this manual. To distinguish the numeral zero (0) from the letter O, the numeral zero will have a dot printed in the middle as 0.
To install the Download II Utility only, type the keyword download in the License Key text box. Click Next >. 2. The Registration Confirmation dialog box is displayed.
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Check your registration information again. Click No to return to the previous screen for re-entering any incorrect data. Click Yes to continue. 3. The screen that is displayed next depends on what you have purchased from NCS Pearson. Scan Only. Application Development. Application Development with Scoring.
The following displays the Application Development with Scoring dialog box.
Check an unchecked box to add that component to the installation. Uncheck a checked box to remove that component from the installation. For example, on the sample screen above, click the Score Module box to remove it from your system and click the User Exit Shell Module to add it to your system. Click Next > to continue with the installation.
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4. If you have added the User Exit Shell Module to the installation, the Select Directory screen is displayed.
If not satisfied with the directory location, move the directory where you want to locate the User Exit Wizard directory; this should be where Microsoft C++ DevStudio will expect to find its wizards (normally Microsoft Visual Studio\ Msdevxx\Bin\Ide where xx is the Dev Studio software version. If you are satisfied with the directory specified in the Path text box, click. 5. The Setup Status screen displays momentarily before the Maintenance Complete screen is displayed.
Click Finish to complete the maintenance installation process. Page 24 ScanTools II Users Guide
Remove (Uninstall) ScanTools II Software

Do the following to remove ScanTools II software from your system:
User created entities such as data files, profiles, applications, and directories will not be deleted.
1. From the Windows Control Panel, select the Add/Remove Programs function.
Double-click the ScanTools II entry. A dialog box stating that ScanTools II is preparing the InstallShield Wizard is displayed followed by the ScanTools II Setup screen (see step 1 of Upgrading from an Earlier Version of ScanTools II).
2. Select Remove on the ScanTools II Setup screen and click Next >. The Confirm
File Deletion dialog box is displayed.
Click OK.
3. The Setup Status screen is displayed.
Once the uninstall process has completed, the Add/Remove Program Properties dialog box is displayed. Verify that the program has been removed and then click OK to close the Add/Remove Program Properties dialog box.
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Configuration Settings
Before you can start scanning documents, you need to specify the following in ScanTools II software: the scanner configuration; directory paths to the applications, profiles, and data files; what actions will require confirmation; which model of scanner you are using; how the scanner is connected to your personal computer. Use the following procedure:
Do NOT attempt to run any of the ScanTools II functions until you have completed the following setup procedures.
1. Connect your scanner to the personal computer. (Refer to your scanner model's
operator guide for instructions.)
2. Write down the following information for future reference:

Scanner model. Whether or not the scanner has a transport printer, select stacker, or a bar code reader installed. Serial communication information (COM port on the PC, baud rate, data bits, stop bits, parity). OpScan 10 and 21 scanners use fixed non-user modifiable serial communication parameters.
3. Click the Start button on the Windows taskbar and choose Programs. 4. Move the mouse pointer over the NCS Pearson ScanTools II program group;
then click the ScanTools II entry in program group. The ScanTools II main window is displayed. In the following sample main window, the Configure menu is activated. You will be using the Scanner Configuration, Paths, and Confirmations functions on this menu.
Scanner Configuration
5. Go to the ScanTools II Menu Bar and select Scanner Configuration on the

Configure menu. The Scanner Configuration screen is displayed; this screen will be different based on which scanner model is selected.
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6. Enter the scanner configuration information manually according to the data

recorded in step 2 of this procedure; or, click Auto Configure to automatically determine the Communications parameters and then change individual parameters (manually) if required. Note: The Auto Configure feature is available only to scanners which use serial communications (i.e., OpScan 2, 3, 4/4U, 4XP, 5/7, and 6/8 scanners).
7. For ScanTools II software to keep a log of scanner operations, select the Write
Operations Log check box. The operations log is written to operate.log, an ASCII file located in the data directory at the end of each batch scanned. The data directory is defined in the Paths dialog box shown below; by default, this is Program Files\NCS Pearson\ScanTools II\Data Files directory. You can view the log at any time with a text editor. Click OK. Paths for Applications, Profiles, and Data Files
8. From the Configure menu, select Paths. The Paths dialog box is displayed.
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9. This dialog box points to the directories where your applications, profiles, and
data files are stored. The defaulted path names are already listed. If you selected another path during installation, either enter the directory path name in the text box for each of the three items or click the adjoining Browse button to navigate to the desired directory path where the files reside. Confirmations 10. From the Configure menu, select the Confirmations function. The Confirmations dialog box is displayed.
The Confirmations dialog box can be accessed from the Configure menu of the ScanTools II main window or the Options menu of the Application Module. Confirmations means that when a ScanTools II action is initiated, ScanTools II software presents a dialog box verifying that the user really wants to perform the action. Use this dialog box to select the items for which you want a verification dialog box to appear. This is a safety feature to help prevent accidental erasure or overwriting of files. Please refer to online help for more detailed information about the items in this dialog box.
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3. Creating an Application
This chapter describes how to create or to edit a ScanTools II application using the ScanTools II Application Module.
Task Summary
To Modify an Existing ScanTools II Application 1 From the ScanTools II Application menu, choose Select, and select the application you want to modify. 2 From the Application menu, select Open. 3 Make required modifications to the application. 4 Select Release for Scanning from the Application Settings dialog box. 5 Save the ScanTools II application. 6 Exit the ScanTools II Application Module window. To Create a New ScanTools II Application 1 In ScanTools II software, select New from the Application menu. 2 Define the new document: Select New from Document menu. Create new document. Scan the sample forms of document to register form ID and timing marks, or manually enter these values. Click OK. Importing a document is another way of creating an application. 3 Create a new output format. 4 Define grids and fields. If you are scoring, BEFORE completing the Document Record definition refer to the Modify or Create a Score Profile section. 5 Select Options from the Options menu to define other parameters associated with the application. 6 Select Release for Scanning from the Application Settings dialog box. 7 Save the ScanTools II application (provide application title and unique 3-digit number). 8 Close the ScanTools II Application Module window.
If an application is modified, all profiles associated with that application must be deleted and new profiles developed.
Parts of an Application
A ScanTools II application is a set of rules that governs how your computer collects data from your scanner and how it stores this information on your disk. The Application Module enables you to create or modify applications. Chapter 3: Creating an Application Page 29
Each ScanTools II application contains one or more document definitions and one or more output formats. A document definition describes the location of data items on each form in the document. An output format defines the arrangement of a document's data items when they are written to a data file. A document sequence definition describes the order in which the documents can be scanned.
The Document Definition

A document is one or more sheets that together contain the data for one document record. A document with more than one sheet is called a booklet.
Sheet 4
A Document Can Be
Sheet 3 Sheet 2 Sheet 1
or
A Sheet A Booklet
(Made up of many sheets)
The Features of a Form In order for forms to be a reliable way to hold data, they must be printed to precise tolerances. Forms that can be scanned by NCS Pearson scanners always have the following features: Timing marks: These are a regular series of short black bars down the long edge of a form. They tell the scanner where to find data on the form. Response positions: These are small ovals, circles, or rectangles printed in color on the form; they indicate where the user should mark the sheet. The response positions line up in rows that are in line with the timing marks. ScanTools II Users Guide
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Form IDs: These black squares typically line up with the first timing mark on the form. The number and position of the form IDs uniquely identify each form that is used in a document.
Form IDs
Each of these features is shown in the following diagram:

Leading Edge
Guide Edge
Timing Marks
IDENTIFICATION NUMBER
Grid
Response String or Characters
The Output Format Definition

When a document is scanned, the data (the document record) is written to the data file that you specify. Each document record is stored as a single ASCII character string terminated by a carriage return and linefeed. The first 40 positions in the string are the NCS Headerdata generated automatically by ScanTools II software to uniquely identify each document record. Refer to the online help for more information on the NCS Header. The remaining characters comprise the data that was scanned from the document. The data is arranged in the order you specify when creating the document definition.
The file SAMPLE.DAT in the data files directory under the directory where ScanTools II software is installed (the default is Program Files\NCS Pearson\ScanToolsII\Data Files) was copied to your hard drive when you installed ScanTools II software. This is an example of a typical ScanTools II data file. You may view it by selecting View from the data file menu in the ScanTools II main window. (The file may also be viewed using any standard text editor.)
Chapter 3: Creating an Application
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Different Grid Types The ScanTools II Application Module provides the grid response position strings for the grid types that are listed below. All of these grid types also are displayed on the OMR tool dialog box. Alphabetic, no space: This type contains no space and the characters A-Z. It is provided with the translate tool. Only one mark in an alphabetic string is allowed. Alphanumeric: The valid alphanumeric characters are: a blank space, A - Z, 0 9, and the following special characters. [.<(+\&!$*);^-/,%_>?:#@'=" Only one mark in an alphanumeric response position is allowed. This type is provided with the translate tool. BCD (binary-coded decimal): A five-position string (1248P) similar to binary, except that only the decimal numbers 0 through 9 can be represented by the response position string. (10 through 15 cause the character * to be written to the document record.) The fifth position is a parity bit. ScanTools II software uses odd parity. If the parity bit is incorrect, a * character is written to the document record. Multiple marks are allowed in each response position. If only four positions (1248) are used, the parity bit is not present and no parity checks will be made.
Binary-coded decimal grids CANNOT have preslug resolution defined as an attribute in the Output field Entry. Also, you CANNOT define a preslug edit in an edit profile for this grid type.
Binary: Each position in the string represents a power of two. The first bubble represents one, the second bubble two, the third bubble four, and so on. Multiple marks are allowed. The values of all the marked bubbles are added together to produce the value of the grid. For example, marking the first (1), third (4), and fifth (16) bubbles will produce 21 as the value of the grid (i.e., 1 + 4 + 16 = 21).
Binary grids CANNOT have preslug resolution defined as an attribute in the Output field Entry. Also, you CANNOT define a preslug edit in an edit profile for this grid type.
Binary (Scoring): This grid type allows for multiple correct answers during test scoring. (ScanTools II Score Module does not support multiple correct marks.)
Binary scoring grids CANNOT have preslug resolution defined as an attribute in the Output Field Entry. Also, you CANNOT define a preslug edit in an edit profile for this grid type.
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Binary with Parity: Each position in the string represents the number 0 or 1. The highest-order position can represent a parity bit. ScanTools II software uses odd parity. If the parity bit is incorrect, a * character is written to the document record. If no bubble is marked in a response position string, a zero (0) is written in the data record. Multiple marks are allowed in each response position.
Binary with parity grids CANNOT have preslug resolution defined as an attribute in the Output field Entry. Also, you CANNOT define a preslug edit in an edit profile for this grid type.
Litho-code: Unique serial numbers applied when the form was printed. The coding scheme is the same as binary, except that no parity bit is provided for. Your NCS Pearson forms sales representative can discuss the uses of lithocodes with you.
Litho-code grids CANNOT have preslug resolution defined as an attribute in the Output field Entry. Also, you CANNOT define a preslug edit in an edit profile for this grid type.
Numeric: The decimal numbers 0 through 9. Only one mark is allowed in each response position. This type is provided with the translate tool. One digit response: The decimal numbers 1 through 9. Only one mark is allowed in each response position. This type is provided with the translate tool. In order to score, test questions must be defined as either a one- or twodigit response. Two digit response: The decimal characters 01 through 99 represented as a single response position string. Only one mark is allowed in each response position. This type is provided with the translate tool. In order to score, test questions must be defined as either a one- or two-digit response. Translate: Each response position is translated to one or more characters defined in the translate table. You can create your own translate tables in addition to those provided by ScanTools II software. The following standard translate types are provided with the translate tool: alphabetic, no space alphanumeric numeric one-digit response two-digit response
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Application Options
The Options item on the ScanTools II Application Module window menu bar enables you to select other parameters associated with a ScanTools II application: Sequence defines what document sequences are acceptable when scanning a multi-document application.
Sequence will be active only when more than one document is defined in the application.
Confirmations enables you to define which actions in ScanTools II software will generate a confirmation dialog box. Read Controls defines the level of control the ScanTools II application user has in adjusting the threshold and discrimination settings from ScanTools II software. Form ID Matching provides an enhanced check for documents in the same application that have different widths but have identical form ID marks for the area they have in common.
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Steps to Creating a ScanTools II Application

This section describes the basic steps for creating a new ScanTools II application or modifying an existing one. For more specific details, refer to Appendix A.
Start ScanTools II Application Definition

To start ScanTools II Application Definition select Application from the ScanTools II main window menu bar; then, click New. The ScanTools II Application Module window is displayed.
TOOLS
OMR Bar Code Translate Literal
Select or Create a ScanTools II Application

To modify an existing ScanTools II application, do the following:
1. In the ScanTools II Application Module window, select Application from the

menu bar and click Open.
2. In the Open Application dialog box, open the drop-down list in the Title field
and select the application you want to modify; then, click OK. To create a new ScanTools II application, do the following: 1. In the ScanTools II Application Module window, select Application from the menu bar and click New. (This clears the ScanTools II Application Module window.)
2. Select Application from the menu bar again, and click Save. 3. In the Save As dialog box, type the name of your new ScanTools II application in
the Title field and a unique three-digit identifying number in the Number field; then, click OK. Chapter 3: Creating an Application Page 35
Select or Create a Document

To select an existing document, do the following: 1. Select Document from the menu bar and click Select. The Select Document dialog box is displayed.
2. Click the Title drop-down list to select the document you want. 3. Click OK.
To create a new document, do the following:
1. Select Document from the menu bar and click New. The New Document dialog
box is displayed.
2. Type the document name in the Title field. 3. Load your scanner with a sample document. If the document has more than one
sheet, make sure the sheets are in the correct order.
4. Click the Scan All button. When the sample document has completed scanning,
information about the timing track and the form IDs of each sheet is displayed in the lower half of the dialog box.
5. Click OK.
Import a Document
Whenever you change an application in ScanTools II software, any edit, score, or conversion profiles associated with that application are invalidated. If you import a document into an application containing other documents, neither the profiles associated with that document nor the profiles currently residing in the destination application are valid. You must recreate the profiles.
You can import a document in the following three ways: Import a document created in NCS DesignExpert software. First, you must export the document from NCS DesignExpert software; this creates a ScanTools application file with an .SDS extension. Use this .SDS file as the application containing the document you wish to import. Import a document from one application into another application. Import a document within the same application (to easily modify it to create a similar document). To do this, select the same application that is currently open.
To import a document, do the following: 1. In the Application Module, open the application you want to import the document into.
2. From the Document menu, select Import ScanTools Document; the Select
Application File dialog box is displayed.
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3. Select the application containing the document you want to import, and click
OK. The Select Document to Import dialog box is displayed.
Only applications with the .SDS extension can be imported.
4. Select the Title of the Document to Import and the Document Number in the
Destination Application; then, click OK.
5. During the import operation, Document Titles, Record Formats, and Translate
Tables are checked for duplication. When a duplicate item is found, a dialog box is displayed explaining the problem and giving you options to correct it.
6. After importing a document, save the application in one of two ways: 1) use the
Save function on the Application menu to save it to the same application name and number, or 2) use the Save As function to save it to a different application name and number. Full details about importing a document are in online help.
Select or Create an Output Format

To select an existing Output Format, do the following: 1. A document definition must be associated with an output format. When you select a document, the output format is automatically selected.
2. You may view the name of the output format by clicking Select from the Output
menu bar item.
If you select a different output format from the one that was associated to the document, the ScanTools II Application Module window displays a warning message: "Delete all grids for the current document and apply the new output format?" If you press the Yes button, all grids from the document definition you selected will be deleted. The deletion becomes permanent if you save the application.
To create a new Output Format, do the following: 1. Click New from the Output menu bar item.
2. In the New Output Format dialog box, type the name of your new format in the
Name field.
3. Click the check box to select the Apply Output Format to current document. 4. Click OK.
If you are scoring and want to store total and/or subtest scores in the output record, you must define fields in the output record that are not associated with a grid and will be used after scoring to store the scores.
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Define Grids and Associate with Fields

Refer to the tutorial in Appendix A to learn how to define grids and associate with fields in the output format. The ScanTools II Application Module window help facility also describes how to perform this task.
The following steps briefly summarize this process:
1. Open the ScanTools II Application Module window. 2. If you are working with a multi-sheet document, select the sheet you will be
working on in the Sheet field that is in the lower left area of the Application Module window.
3. Mark a sample sheet with the boundaries of the grid you want to define, and
insert it into your scanner. (Refer to the tutorial in Appendix A for hints on how to mark grids.)
4. If the grid requires a translate table, use the Translate Tool to define it. 5. Open the OMR Tool.
The OMR Tool is used to define grids on a sheet.
6. In the lower left quadrant of the ScanTools II Application Module window, click
the Scan Sheet button.
7. Select the boundaries of the grid using the OMR Tool. (See the tutorial in
Appendix A for examples.)
You can select an existing field in the field list box to associate with the grid. In that case, skip steps 8 and 9.
8. In the lower left corner of the ScanTools II Application Module window, click
New. (The Output Field Entry dialog box is displayed.)
9. Define the characteristics of the output field that data from the grid will be
transferred to.
10. Click OK.
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11. In the lower left corner of the ScanTools II Application Module window, click the
Append button. This associates the grid with the output field.
12. Repeat steps 6 through 11 for every grid to be defined.
Select Options
From the Options selection on the ScanTools II Application Definition menu bar, you can define other parameters associated with the application definition. (These are described briefly in the Output Format Definition section of this manual.) Refer to ScanTools II online help for more detailed information.
Select Release for Scanning

1. Select Application from the menu bar, and click Settings. 2. The Application Settings dialog box is displayed. Release for scanning should
be checked, because this allows the application to be selected at scanning time. If there is a check mark, click Cancel. If there is no check mark, click the box for Release for scanning. Click OK.
Save ScanTools II Application

Select Application from the menu bar; then, select Save.
Close ScanTools II Application Module Window

Select Application from the menu bar; then, select Exit.
If you are scoring, editing, or converting this document, refer to the appropriate section or the online help before creating edit, score, or conversion profiles.
Making an Application Disk

Applications are composed of a number of different files that work together. You can copy both the application definition file and its associated edit, score, conversion, data files, and user exit files. See the online help for a description of the rules governing the default values that will be copied to the diskette. Use the following steps to create an application disk:
1. Format and label a disk. 2. From the Configure item on the ScanTools II menu bar, select Make Application
Disk. The Make Application Disk dialog box is displayed.
3. Move the mouse pointer to the application that you want to copy to disk and
press the left mouse button. The application title is highlighted.
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4. In the List Files of Type section of the dialog box, check every type of file that
you want to copy to the disk.
In general, you will want to check every check box in this section; however, you may not want to include data files if they are too large to fit the disk.
5. In the Copy to field, type the drive letter and path where you want the
application files copied.
It is generally a good idea to copy the files to an empty disk or directory rather than combining the files of several applications in one directory. This enables easier installation of the application. If you are copying a large number of files, create a directory on the disk to copy them to.
6. Click OK. The Copy Application Files dialog box is displayed.
7. Confirm that these are the files you want to copy and make changes if necessary. 8. Click Copy. The files are copied to the disk.
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Installing an Application
To install an application from any valid drive, use the following procedure:
1. From the Configure item on the ScanTools II menu bar, select Install
Application. The Install Application dialog box is displayed.
2. In the Directories panel, select the directory the application files are located in. 3. In the Files panel, select the file(s) you want to copy.
If the only files in the directory are those belonging to the application, select ALL files in the directory.
4. Click OK.
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Deleting an Application
Deleting an application with ScanTools II software enables accurate deletion of all associated files. Use the following steps:
1. From the Configure item on the ScanTools II menu bar, select Delete
Application Files. The Delete Application dialog box is displayed.
2. Using the mouse pointer, select the application you want to delete. 3. If necessary, change the check boxes to indicate whether or not application,
profile, or data files should be deleted.
4. Click OK. The Delete Application Files dialog box is displayed.
5. Confirm that these are the files you want to delete, and make any necessary
changes by clicking on the file name with your mouse.
6. Click OK. The files are deleted.
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4. How to Scan Documents

This chapter describes how to scan documents.
Task Summary
To Scan Documents 1 Configure the context: Select an Application. Select a Data file. Select an Edit profile (optional only for online editing). Select a Score profile (optional only for online scoring). Select a Conversion profile (optional only for online converting). You can also start scanning through a context file. Refer to online help for more details. 2 3 4 Check the settings in the Scanning Options dialog box (Options menu). Insert documents in the scanner, and start scanning. Recover from any scanning errors that may occur.
Parts of the ScanTools II Window

When you start ScanTools II software, the ScanTools II window is displayed on your screen.
Menu Bar File Bar Action Bar
This window has three parts: The menu bar enables you to configure ScanTools II software and access the ScanTools II help facility. The action bar allows you to initiate scanning, editing, scoring, or conversion of data files to other formats. The file bar enables quick selection of files to be used in a scanning task.
The display of the action bar and file bar is controlled through selections made from the Options menu. Chapter 4: Scanning Page 43
Configuring the Context

When you scan documents, the final format of the data depends on files that you controlthe application name; the edit, score, and conversion profile names; and the name of the data file where the data is collected. Together, these selections are called the context of the scanning task.
You can specify the directories where the context files are located by selecting Configure from the menu bar and then selecting Paths from the drop-down list.
You can specify the context in one of three places: The file bar (shown below).
The menu bar itemsApplication, Data file, Edit profile, Score profile, or Conversion profile. The Scanning Options dialog box.
The File Bar

The file bar is displayed beneath the menu bar on the ScanTools II main window through selections made from the Options menu. Once displayed, each component of the contextthe Application, Data file, Edit profile, Score profile, and Conversion profilecan be selected from here.
ScanTools II software may override your file bar selections with the file names you choose in the Scanning Options dialog box.
The Scanning Options Dialog Box

The Scanning Options dialog box offers you even more control over the context than the file bar does. Additional features include the following: Automatic naming of data files. Enabling/disabling data file and profile choices made on the File Bar. Control of serial, batch, and run numbers. Enabling the selection of sheets on errors. Enabling online edit corrections of document records while scanning. Setting the scanner read parameters for mark threshold and discrimination.
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To access the Scanning Options dialog box, use the following steps: Select Options from the menu bar. Select Scanning Options from the drop-down list. The Scanning Options dialog box is displayed.
Scanning
Once you have configured the context for your scanning task, load the documents to be scanned into your scanner. You can start the scanning cycle in one of three ways: Click the Scan button in the action bar, or Select Actions from the menu bar; then select Scan, or Press the F2 function key
While the scanner is in operation, the Scanning progress window is shown on your screen.
The information contained in this progress window is self-explanatory and varies depending on the context you have selected. Scanning will stop for any of three reasons: The scanner runs out of documents. A scanner error, such as a jam or communications error, occurs. An edit error; the edit profile that you are using forces scanning to stop.
Successful completion of the scanning session returns the scanner to the most recent mode.
Scanner Errors
A scanner error occurs when your scanner is not capable of performing its basic functions with a sheet, for reasons such as Unreadable form IDs or timing marks. A sheet jam in the scanner.
Chapter 4: Scanning
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Communications errors between the scanner and your computer. Input hopper is empty.
ScanTools II software displays the Scanner Error dialog box when scanner errors occur.
The Error(s) and Recovery fields are self-explanatory. They contain detailed information about the nature of the error and the steps that you need to take to recover. The Last document field identifies the last complete document that scanned successfully. Expecting sheet shows which sheet in the current document is expected by ScanTools II software. The course of action you take to recover from a scanning error depends on the scanning task you are performing, as well as the nature of the error. If scanning stopped and the sheet causing the problem can be corrected, you can restart scanning at that sheet by pressing Resume. If your scanning task allows you to remove the faulty document from the batch and continue scanning, you can restart scanning by pressing Rescan Document.
The Rescan Document button is only enabled when you are scanning a booklet and are expecting some sheet other than the start of the document.
If you need to stop scanning at that document, press Stop. (Data for prior documents in the batch is saved to the data file.)
Edit Errors
The edit profile you select (if any) may contain validation tests or other criteria that documents must conform to for the presence of data in mandatory fields, for the absence of multiple marks, and so forth. If a document fails an edit profile's tests, ScanTools II software can handle the document or document record in one of several ways:
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ScanTools II software can select the failing document for manual correction, either by stopping the scanner or by diverting the document into a special selection bin (if the scanner is equipped with this feature). ScanTools II software can queue the failing document record for online edit corrections. An Edit Correction dialog box is displayed during scanning, enabling you to review and correct the error before the document record is saved to the data file. ScanTools II software can flag the failing document record as it is written to the data file for correction after scanning.
Edit Correction Dialog Box

If Online Edit Correction is specified in scanning options, each time a document fails an edit profile test an Edit Correction dialog box is displayed during scanning. This dialog box allows you to review and correct the error before the document record is saved to the data file.
To correct each error as it occurs, use the following steps:
1. Examine the Edit Correction dialog box to see why the data is in error. The Text
box shows the invalid data.
2. In the Text box, type the correct data for the field. 3. Click the Next Field. If the change you made corrects the failure, the status in the
Field window for this field will change from Failing to Corrected, and the next failing field will be displayed.
Chapter 4: Scanning
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If the failed field is set up as an optional correction in the edit profile, you can click Next Field without changing the text; the status in the Field window will change from Failing to Viewed. When all the failed fields in the record have been viewed, the record will be removed from the Edit Correction dialog box. The data file will accept the record with any changes made or not made.
4. Repeat step 3 for all fields listed in the Field window. When the last field of this
record is corrected, the next record that needs to be corrected is displayed when you click Next Field.
5. Repeat steps 1 through 4 for all records in the queue. 6. To stop the edit process, click Stop on the Scanner Error dialog box, and then
click Exit on the Edit Queue Not Empty. You can then resume operation by clicking the Scan button on the ScanTools II main window. The scanning and the Online Editing session will continue from where you left off.
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5. Editing Data
This chapter describes edit profiles and the editing process.
Task Summary
To Modify an Existing Edit Profile 1 From the ScanTools II main window, select the application. 2 Select and open the edit profile you want to change. 3 In the Edit Profile window, perform the necessary modifications and save your changes. To Create a New Edit Profile 1 From the ScanTools II main window, select the application. 2 Select New from the Edit menu and assign a name to the edit profile using the first field of the profile. 3 In the Edit Profile window, perform the necessary steps to create the new edit profile and save it. To Automatically Edit a Data File Using an Existing Edit Profile 1 Select the application that is associated with the data file. 2 Select the data file you want to edit. 3 Select the edit profile you want to use. 4 Check the settings in the Edit Options dialog box (Options menu). 5 Select edit. 6 Make corrections in the Edit Correction window as errors appear. To Manually Edit a Data File 1 Select the application that is associated with the data file. 2 3 4 Select the data file you want to edit. From the Data File item on the menu bar, select Open. Edit the data file displayed in the Modify Data File dialog and save your changes.
Edit Profile
Data editing is used to check field data scanned into the ScanTools II system. Several editing methods are available to you.
1. Online Edit verification is the process by which scanned data is checked by an

edit profile and actions are performed based on whether or not the edit passes or fails. It is performed on the scanned data when you invoke the scanning operation using an edit profile with the Online Edit Correction capability turned off. This method is described in Chapter 4 (Scanning). In the edit profile, the On Failure dialog box lets you select the type of action to be performed on edit failures.
Chapter 5: Editing Data
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You can flag failed records so that you review them later during a post-scan editing session. You can reject failed records so that they do not even appear in the destination data file. Stop Scanner on Each Failure (re-bubble and rescan). You can have the scanner stop on a failing field and/or send the failing sheet to a select stacker. The Edit Failure dialog box will be displayed when ScanTools II software detects an edit failure. This dialog box allows you fix the edit failure on the sheet (or booklet) itself and then rescan the sheet right away. For example, if the edit profile will not accept multiple marks and two marks are on a single column, you can erase the undesirable mark and rescan the sheet (or booklet). From this dialog box, you can also accept the failing record by clicking the Continue button or end the scanning session by clicking the Stop Scanning button. You can also have the failed sheets sent to the scanners select stacker during the scanning process without stopping the scanner. Then, when the scanning session is over, you can correct all these rejected sheets and rescan them. You can even use the transport printer to print the failed fields and their contents to help pinpoint the failures.
2. Online Edit Correction gives you the ability to review and correct edit failures
during scanning before the document record is saved to the data file. The Edit Correction dialog box displays a list of document fields that have failed edit verification based on the current edit profile. This method is described in Chapter 4, (Scanning).
3. Post-Scan Editing lets you review and correct records in a data file that have
been flagged during a previous scanning session. The Post-Scan Edit dialog box lets you move from record to record fixing the field contents.
4. Edit Data Files Manually. In this operation, you open the data file, view the
field data, and change the data in the view window. No edit profile is associated with this method of editing. Use this method sparingly only for data that has been erroneously sent to the data file. Edit profiles are defined individually for ScanTools II applications. Any number of different edit profiles can be defined for a ScanTools II application.
Upgrading an Existing Edit Profile

If you have an existing edit profile and you are upgrading to Year 2000, refer to the Year 2000 topic in the online help for details.
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Modifying an Existing Edit Profile

Whenever you modify an existing edit profile or create a new one you use the Edit Profile window. To modify an edit profile, select Open from the Edit menu; the Edit Profile dialog box is displayed.
The window lists: The file name of the edit profile you selected The application associated with the edit profile The document(s) associated with the application All fields within a document
Sample Application (701) was installed when you installed ScanTools II software. You can examine the edit profiles associated with this application while we describe them here.
Using the Mouse to Display/Hide Fields in Documents

By default, the Edit Profile window displays the field titles of all documents associated with the ScanTools II application. To hide/delete field options, do the following:
1. In the Edit Profile window, move the mouse pointer to the document name and
press the right or left mouse button. A selection box is displayed.
2. Move the mouse pointer to the appropriate option (e.g., Hide All Field Edit
Options), and press the right or left mouse button. All fields in all documents and the edit options associated with them are hidden.
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Changing Edit Profile Values

To change edit profile values, move the mouse pointer over the value of the parameter you want to change, and press the right or left mouse button. Whenever the mouse pointer is over a changeable value, it changes to a magnifying glass. The action of the mouse pointer varies, depending on type of parameter being changed. In some cases, the mouse pointer toggles the parameter between two different values. In other cases, a selection box is displayed displaying available options.
For information on options available when modifying an edit profile, press the F1 key to display ScanTools II software help.
Creating a New Edit Profile

1. Open the Edit Profile window by selecting New from the Edit menu in the
ScanTools II main window.
The window displays the documents associated with the application. Edit options for all fields in all documents default to No Edit.
2. Use the steps in the Modifying an Existing Edit Profile procedure to change the
default values in the edit profile.
Automatically Editing Data Files

This section describes how to edit an existing data file by using an edit profile. Chapter 4 (Scanning) describes how to use edit profiles for online editing.
Selecting Edit Options

From the Options menu, select Edit Options. The Edit Options dialog box is displayed.
The settings in this dialog box affect only the currently selected application. Each application has its own Edit Options settings. You should check the Edit Options settings each time you select a different application and before you edit a data file.
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The Data File group box and the Edit Profile group box determine what data file and edit profile will be used for post-scan editing. Also, you can select from one of the following three options: Edit normally: Presents records for correction that have not yet been accepted, including records that an edit profile has not yet verified and any records that previously may have failed an edit verification. Recheck all records for edit failures: Presents records for correction that are currently failing edit, regardless of the state of the NCS Header. By using this edit mode, all records that were accepted with errors will be presented for correction. Clear all edit flags: All edit flags in the selected data file are cleared. Any pass or grid error flags are replaced with spaces in the data file. Records that were flagged for online edit correction or post-scan editing will have their flags removed.
No editing is performed when this option is selected. The only action that occurs is the clearing of the edit flags.
Selecting the Application, Data File, and Edit Profile

To automatically edit a data file, first select the application that was used to create the data file; then, select the edit profile that contains the criteria for selecting invalid document records in the data file.
Both the data file and the edit profile must be associated with the same application before automatic editing can occur.
Starting the Edit Cycle

After selecting the application, the data file, and the edit profile, you can start the edit cycle in one of three ways: Click the Edit button in the action bar, or Select Action from the menu bar; then select Edit, or Press the F3 function key
Making Corrections
When you start the edit cycle, ScanTools II software evaluates the document records in the data file according to the criteria described in the edit profile. If ScanTools II software encounters invalid data in a field, it displays the following Correcting Serial Number dialog box:
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The contents of the failing field are displayed in the Text field. The underline (_) indicates edit failures. You can correct the contents of the field by moving the cursor to the field and deleting or typing over the information. When Auto Advance is checked, the cursor moves automatically from failure to failure. When you are at the last failing field in one record, you automatically advance to the first failing field in the next record. If a document has no failures, the record is not displayed. The state of Auto Advance (on or off) is saved between edit sessions. To finish correcting the field, click one of the following buttons: Quit to leave the editor. Changes made to records prior to the current record are saved. Changes made to the current record are not saved. Delete Record sets the Delete flag in the NCS Header. Once you have marked a record for deletion, it is not actually deleted until you perform post-scan conversion on the data file. You must do the converting after you close the data file. Suspend Record writes the changes you have made to the current record but keeps the record flagged as an edit failure. For example, if you cannot complete the edit, selecting the Suspend Record button causes the record to be returned to the data file still marked as failing edit; therefore, when editing resumes, the record will be presented again for correction. You do not leave the data editor when you select this button. Accept as Good marks the current document record as passing all edits, even if not all failures have been corrected. Accept as Good is not honored if any of the failing edits are mandatory and have not yet been corrected. Previous Record edits a previous record (allows only one previous record to be edited) in the Field list marked as failing. Displays only if at least one record has been edited.
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Manually Editing Data Files

You may also edit document records (without the use of an edit profile) by using the Modify Data File window.
Selecting the Data File

To select a data file, you must first select the application that was used to create the data file; then, select Data File from the menu bar and Open from the Data File menu. The Modify Data File window is displayed.
Using the Modify Data File Window

Displaying a Specific Document Record When the Modify Data File window is displayed, the first document record is shown in the window. Use the Go To button and the up/down arrow buttons in the lower right corner of the window to select the serial number of the document record you want to edit. Editing the Displayed Document Record To edit the data displayed in the Modify Data File window, move the cursor to the data you want to change, and type over it. The following buttons are displayed in the Modify Data File window during your editing session: OK saves any editing changes you made and closes the window. Cancel disposes the editing changes you made and closes the window. Print prints the contents of the document records you select.
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Find searches for a character string you specify among all document records. Options displays a dialog box that enables you to show or suppress display of the NCS Header data or of spaces in the document record. It also enables you to select the fonts used for displaying or printing document records. Delete Record marks the displayed document record for deletion. The button label changes to Undelete Record if the record has already been marked for deletion.
Deleted records are not removed from the data file; they are simply marked as deleted. Post-scan conversion of this data file will ignore any deleted records.
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6. Scoring Data
This chapter describes score profiles and the scoring process.
Task Summary
To Modify an Existing Score Profile 1 From the ScanTools II main window, select an application and score profile. 2 Open the score profile. 3 Make the necessary modifications, and save your changes. To Create a New Score Profile 1 From the ScanTools II main window, select an application. 2 Create a new score profile. 3 Ensure that the record format has room to store the scores. Note: If printing, the record format is optional. 4 Make the necessary modifications, and save your changes. To Score During Scanning (Online Scoring) 1 Select an application. 2 Select a score profile. 3 Check the settings in the Scanning Options dialog box (Options menu). 4 Select scan. To Score an Existing Data File (Post-scan Scoring) 1 Select an application. 2 Select a data file. 3 Select a score profile. 4 Check the settings in the Score Options dialog box (Options menu). 5 Select score.
If online scoring is selected, the Replace At function is not available at scan time. This means that you cannot replace records written within the data file; you can only replace the whole file.
Score Profile
ScanTools II software can score single-answer multiple-choice or true/false tests while they are being scanned or later using the data files after the sheets have been scanned. Score profiles contain the rules that ScanTools II software needs to score the documents. Each score profile is associated with a ScanTools II application. To select a score profile from among those available in your forms application, Select Score from the menu bar; then, click Select, or Use the Score profile box in the file bar. Page 57
Chapter 6: Scoring Data
To create, modify, or view a score profile, you need to have purchased and installed the ScanTools II Score Module. To perform scoring separately after scanning also requires the Score Module. Score profiles can be used in two ways: Online Scoring. You can select a score profile to score data during scanning. Post-Scan Scoring. You can select a score profile to score an existing ScanTools II data file.
The Score Profile Window

Whenever you view or modify an existing score profile or create a new one, the Score Profile window is displayed.
When modifying or creating a score profile, this window enables you to input the following select score profile parameters. When viewing the profile, you can only read the parameters; you cannot change them.
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Modify or Create a Score Profile

To modify a score profile, do the following: 1. On the Score menu, click Select.
2. In the Select Score Profile dialog box, highlight the file name of the score profile
you want to modify; then click OK.
3. On the Score menu, click Open to display the Score Profile dialog box. 4. Modify the profile using steps that are appropriate for the areas in the profile
you are modifying. To create a score profile, do the following:
1. Before creating a new score profile, you need to open the application to check
some fields. Make sure that a field in a document being used for scoring has Type defined as 1-digit or 2-digit in the Output Field Entry dialog box. This is often referred to as an Items field. Make sure that any field created to store the total test score is set up as Type Numeric and Fixed Length of 5 in the Output Field Entry dialog box. There should be no grid associated with that field (displays with an asterisk in the Fields definition area of the Application Definition window). Make sure that any field created to store a subtest score is set up as Type Numeric and Fixed Length of 4 in the Output Field Entry dialog box. There should be no grid associated with that field (displays with an asterisk in the Fields definition area of the Application Definition window).
2. On the Score menu of the ScanTools II main window, select New to display the
Score Profile (Untitled) window.
3. Move your mouse pointer over the first field in the window, the Score Profile 4. Enter a name for the profile, and click OK.
File Name entry (Untitled) and click. The Profile Name dialog box is displayed.
5. The next 5 lines of the display are application-wide options. Click on any of the
lines that you want to change. Key Data dialog box: Select Keys scanned online or Keys stored in profile. You can toggle between Apply edits to key data and Do not apply edits to key data. This option is displayed only if Keys scanned online is in effect. Store Keys/Append dialog box Print Scores dialog box You can toggle between Sheet Compile Compatibility Off and On.
6. Click on the document name and a popup menu is displayed. Select Add
Subtest; the Add Subtest dialog box is displayed. Chapter 6: Scoring Data Page 59
7. Enter a name for the subtest, and click OK. 8. Go to the Store total score in field: none entry. Click on none to display the
Total Score dialog box.
9. Select the field name you want, and click OK. 10. If you want to do formula scoring, click on No Formula scoring to display the
Scoring Factor dialog box. box.
11. If you want to do translates, click on Translates to display the Translate dialog 12. Repeat steps 6-11 for each subtest. The only difference is in step 8 where you
click on the Store subtest score in field: none instead of Store total score in field: none.
13. Click the Save button along the bottom of the dialog box; then click OK. You
have completed the score profile. If you want more details on the parameters, refer to online help.
Changing Parameter Values

Changing parameter values is simply a matter of moving the mouse pointer over the value of the parameter you want to change and pressing the right or left mouse button. Whenever the mouse pointer is over a changeable value, the pointer changes to a magnifying glass. The action of the mouse pointer varies, depending on the type of parameter being changed. In some cases, the mouse pointer will toggle the parameter between two different values. In other cases, a selection box will appear, displaying available options.
You are encouraged to experiment with any of the sample score profiles (.$SP) associated with Sample Application - 701 to learn how to change parameters.
Scoring an Existing Data File (Post-Scan Scoring)

To score an existing data file, use the following steps:
1. Select the application associated with the data file. 2. Check the currently defined Score Options. 3. Select the Data File. 4. Select the Score Profile. 5. Choose one of these actions: click Score on the action bar, or select Actions, Score
from the menu bar, or press the F5 key. A dialog box showing the progress of the scoring is displayed. Page 60 ScanTools II Users Guide
7. Converting Data
This chapter describes the conversion profile and how to convert standard ScanTools II data files into other data formats.
Task Summary
To Modify an Existing Conversion Profile 1 From the ScanTools II main window, select an application. 2 Open a conversion profile. 3 Make the necessary modifications, and save your changes. To Create a New Conversion Profile 1 From the ScanTools II main window, select an application. 2 Create a new conversion profile. 3 Make the necessary modifications, and save your changes. To Convert During Scanning (Online Conversion) 1 Select an application. 2 Select a conversion profile. 3 Check the settings in the Scanning Options dialog box (Options menu). 4 Select scan. To Convert an Existing Data File (Post-scan Conversion) 1 Select an application. 2 Select a data file. 3 Select a conversion profile. 4 Check the settings in the Conversion Options dialog box (Options menu). 5 Select convert.
If you are performing online conversion, the Replace At function is not available at scan time. This means that you cannot replace records written within the data file; you can only replace the whole file.
Conversion Profile
When you scan documents using ScanTools II software, document records are written to a standard text file in ScanTools II software format. (This format is described in Appendix B.) ScanTools II software can also write a second, separate data file in any of several different output formats. ScanTools II software writes the converted data file either during or after scanning. (Refer to online help for details). Depending on which output format you choose, you may need to select options in two other areas: During scanning for online conversion during scanning whether or not both data and converted files are created. Page 61
Chapter 7: Converting Data
NCS Header Year Format format of the year in the NCS Header of the converted data file, either two or four digits. Online Conversion. During scanning you can select a conversion profile to convert data during scanning and automatically create another data file in a different format. This method is described in Chapter 4 (Scanning). Post-Scan Converting. After scanning, you can select a conversion profile to convert an existing ScanTools II data file into a different format. Another reason to perform post-scan converting is to create a new file in which some records are deleted.
You can use conversion profiles in two ways:
Output Formats for Converted Files

ScanTools II data files can be converted into the output formats listed below. Delimited ASCII Fixed length records DIF SPSS for Windows SPSS/PC+ DOSSIER Sheet Compile IBM 3881 (ASCII or EBCDIC character sets) Y2K Compliant
Delimited ASCII (.DLM)

This format enables you to define how to mark (delimit) the beginning or end of a field. When you select this format, you must specify: The record delimiter. This is the character(s) that ends every document record. The default is the Carriage Return/Linefeed (CR/LF) character pair. The field delimiter. This is the character that separates data fields. The default is a comma. The text envelope. In ScanTools II software, this is the character that marks the beginning and end of every field. The default is the double quote ( " ) mark. The header record. Delimited conversion optionally creates a "Header Record" which contains the field names as defined in the application. The "Header Record" will be the first record.
The default settings are compatible with the "comma-separated field" format that is easily imported to many popular database and spreadsheet programs. Page 62 ScanTools II Users Guide
Fixed Length Records (.SDF)

The format is identical to the standard data file format used by ScanTools II software, with the following exceptions: The document record delimiters (which are the CR/LF characters in the standard format) can be changed to any other character string you specify. The converted output file is not terminated by a Ctrl-Z character. Data fields can be omitted.
DIF (.DIF)
This is another data file format accepted by different programs. There are no userdefinable parameters in this output format.
SPSS for Windows

This format is used by the SPSS for Windows statistical analysis program. When you specify this format, ScanTools II software creates one or two files, depending on which converted file header format (two-or four-digit) you selected in the NCS Header Year Format Conversion Profile. When SPSS for Windows is used, you cannot change the During scanning option to choose which files are created during scanning. A text file (with the .SPS extension) contains commands used by SPSS. The text file is always produced, regardless of whether you selected a two- or four-digit year for the converted header. The text file is used with the appropriate data file, .DAT or .DA1. If you selected a two-digit year for the converted header, the .SPS file works with the standard ScanTools II data file (.DAT). A converted output file (with the .DA1 extension) is created only if you selected a 4-digit year for the converted header year format. This file is a copy of the original data file (.DAT) but without the end-of-file marker. Also, the converted output file is longer, because it has a 42-character header to accommodate the 4-digit year in the header. The file is in SPSS-compatible format.
The SPSS conversion format does not support appending to the converted output file. Instead, the converted output file will be replaced.
ScanTools II software determines and produces the appropriate files, depending on which NCS Header year format is currently selected (two- or four-digit). You can select any of the following Save options: Do not Save active file. Save as compressed active file.
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Save as uncompressed system file. Save as portable file (EXPORT command).
When ScanTools II software creates a .SPS file, the field names, which do not conform to SPSS variable naming conventions, are aliased to similar names that are acceptable.
Refer to the documentation for your SPSS for Windows program for information on these options.
SPSS/PC+
The SPSS/PC+ statistical analysis program uses this format. When you specify this format, ScanTools II software creates two files: A text file (with the .INC extension) containing commands used by SPSS.
When ScanTools II software creates an .INC file, the field names, which do not conform to SPSS variable naming conventions, are aliased to similar names that are acceptable.
A data file (with the .SPS extension) in SPSS-compatible format. Do not Save active file. Save as compressed active file. Save as uncompressed system file. Save as portable file (EXPORT command).
You can select any of the following Save options:
You can also select whether to include or to not include the FINISH command after processing. Refer to the documentation for your SPSS/PC+ program for information on these options.
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DOSSIER (.DSA or .DSE)

The DOSSIER format enables emulation of NCS Sentry 7008 and 7018 scanners. It contains document record headers with control fields that describe the data in each document record. You can specify that data files be written in either ASCII (.DSA) or EBCDIC (.DSE) code. The following table lists the contents of the DOSSIER document record header:
Field Program ID Document ID Batch number Filler Serial check digit Filler Serial number Page ID Filler Doc error flag Run number Pocket flag Delete flag Worst mark Intensity factor Invalid response count Grid error flag Length 2 1 3 1 1 1 4 1 1 1 1 1 1 1 3 1 Source of data Entered in response to a prompt Entered in response to a prompt NCS Header Not used Computed Not used Lowest 4 digits of ScanTools II serial number Number of pages in document Not used Always blank NCS Header NCS Header Always blank NCS Header NCS Header NCS Header
Sheet Compile (.STC)

The Sheet Compile format enables emulation of NCS Sentry 7000, 7001, 7004, and 7006 scanners. It is similar to the DOSSIER format in that document record headers contain control fields that describe the data in the document record. This conversion must be performed even if sheet compile compatibility is defined in the score profile. The score profile only defines how the score is stored; it does not perform the actual conversion to sheet compile format. The following table lists the contents of the Sheet Compile document record header:
Field Program number Batch number Serial number Run number Form number Pocket flag Not used Error flags Length 3 3 4 1 2 1 1 6 Source of data NCS Header NCS Header The four least-significant digits of the ScanTools II serial number NCS Header The two least-significant digits of the ScanTools II document number NCS Header Edit flags field following the NCS Header
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IBM 3881 (.ASC or .EBC)

The IBM 3881 format emulates the structure of files created by an IBM 3881 optical mark reader. Files can be written either in ASCII (.ASC) or EBCDIC (.EBC). ScanTools II software enables you to select the following parameters for the IBM 3881 conversion profile: Character set: ASCII or EBCDIC. The default is EBCDIC. Record delimiter: Any character or none. The default is none. Serial numbering: Yes or No. The default is No. Select on: Select document record on any of the following conditions: Pocket flag select (default) (NCS Header position 29). Edit flag select (NCS Header position 22). No flag select (do not select).
Input multiple: Defines the character that represents multiple responses within a response position. The default is asterisk (*) . Output multiple: Defines the character in the converted file that represents multiple responses within a response position. Options are: EBCDIC 3F (default) "@" symbol
Y2K Compliant (.Y2K)

The Y2K Compliant format produces a converted file nearly identical to the ScanTools II data file, except the date scanned in the NCS Header is always a four-character year (either 19xx or 20xx), not a two-character year.
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The Conversion Profile Window

Whenever you modify an existing conversion profile or create a new one, the Conversion Profile window is displayed.
This window enables you to select conversion profile parameters, as follows: Conversion profile: Name of the conversion profile or (untitled) if you are creating a new conversion profile. During scanning: As documents are scanned, whether you want both a ScanTools II data file and a converted data file to be created or just a converted data file. Output format: Output format of the converted file. NCS Header Year Format: Two- or four-digit year format.
Beneath this parameter, several other parameters may be listed (field delimiter, text envelope, input multiple, etc.) depending on the output format you select.
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Record format: Controls whether fields defined in the application are included or omitted from the converted data file.
Modify or Create a Conversion Profile

If you want to modify an existing conversion profile, do the following:
1. On the Convert menu, click Select. 2. In the Select Conversion dialog box, highlight the file name of the conversion
profile you want to modify; then click OK.
3. On the Convert menu, click Open to display the Conversion Profile dialog box.
If you want to create a new conversion profile, do the following: 1. On the Convert menu, click New.
2. In the Conversion Profile dialog box, move the mouse pointer to the word
(Untitled) and press the right or left mouse button.
3. In the Profile Name dialog box, type a name for the new conversion profile. 4. Click OK. A new conversion profile is created and loaded with default
parameter values.
Changing Parameter Values

Changing parameter values is simply a matter of moving the mouse pointer over the value of the parameter you want to change and pressing the right or left mouse button. Whenever the mouse pointer is over a changeable value, the pointer changes to a magnifying glass. The action of the mouse pointer varies, depending on the type of parameter being changed. In some cases, the mouse pointer will toggle the parameter between two different values. In other cases, a selection box is displayed displaying available options. When selecting fields to be included or omitted from the converted data file, pointing at the field name and clicking the mouse button causes the field name to move to the opposite column.
If the NCS Header is selected to be included, you may optionally convert the date from a two-digit year to a four-digit year.
You are encouraged to experiment with SAMPLE.$CP (the conversion profile associated with Sample Application 701) to learn how to change parameters.
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Converting an Existing Data File (Post-Scan Converting)

To convert an existing data file, use the following steps:
1. Select the application associated with the data file. 2. Check the currently defined Conversion Options. 3. Select the Data File. 4. Select the Output Conversion (Output Conversion and Output file). 5. Choose one of these actions:
-
Click the Convert button on the action bar, or Select Actions from the menu bar and Convert from the Actions menu, or Press the F6 key.
A dialog box showing the progress of the conversion is displayed. The converted file is placed in the data path defined in the Configure menus Path dialog box. The default is \Program Files\NCS Pearson\ScanTools II\Data Files directory.
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8. User Exits
User exits are fixed points in the ScanTools II software at which you can call and execute routines you have written. They give you an easy way to add capabilities to ScanTools II software. You can initiate actions during scanning that cannot be caused using ScanTools II software alone; therefore, you have greater flexibility to tailor ScanTools II software to your applications. User exits can be used for scanning or for post-scan editing. Following are examples of what you can perform with either scanning or post-scan editing.
-
Scanning Request scanner actions that alter the normal sequence of events in the scanning cycle. Modify buffers used by the scanner to communicate scanned information. Post-scan editing Modify the data to be edited and the edit error prompt before these are presented to the user. Do special edit checks at the record or field level both before and after the data has been presented to and edited by the user. Force a field to be skipped so a user will not see the field and optionally place data in the field (possibly from a pop-up menu of choices). Do verification at the field or record level of the data, after it has been edited, and force the field or record to be re-edited upon failure of this verification.
During the ScanTools II software installation you can select the User Exit option, and then you will receive the user exit shell code and sample user exits. To create user exits, you must have ScanTools II software installed, as well as a C/C++ compilersuch as Microsoft Visual C++ Developer Studio, V6.0 or higherthat can create Windows dynamic-link libraries (DLL).
Languages other than C/C++ are not supported in ScanTools II software.
User exits written for the MS-DOS version of ScanTools software cannot be converted to run with ScanTools II software; they must be rewritten for Win32. User exits written for earlier versions of the Windows version of ScanTools software can be converted to run under ScanTools II software. Full details of user exits and how to implement them are contained in ScanTools II online help. In addition, PDF files for the User Exit Programmers Reference Manual and the Edit User Exit Addendum to Programmers Reference Manual are on the CD.
Chapter 8: User Exits
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Appendix A. Tutorial: Creating an Application

This tutorial takes you step-by-step through defining an application using the ScanTools II Application Module window. The application you create can be used with the General Purpose Answer Sheet number 221681 (GPAS #221681 Tutorial). The form is suited to many purposes and includes the following: Demographic information (such as name, birth date, and identification number). 200 items (questions) that can be used for tests, surveys, or questionnaires.
If you have questions, press the F1 key on your keyboard to display the ScanTools II software context-sensitive help for the window or dialog box that is active.
Before You Begin

You must have several blank copies of the dual-sided NCS Pearson GPAS #221681 Tutorial. These forms are shipped with your ScanTools II software package. Your scanner and ScanTools II software must be installed. You should read Chapter 1, (Overview) and Chapter 3, (Creating an Application) to familiarize yourself with the concept of creating an application. You should know the characteristics of your scanner. The full tutorial applies to a NCS Pearson scanner that can read both sides of a full-width sheet. If your scanner can only read one side of a sheet, you can skip the parts of the tutorial that are beyond the capabilities of your scanner. You should know how to use the Microsoft Windows operating system (Windows 95, Windows 98, Windows NT, Windows 2000 Professional, or Windows Millennium).
If You Need More Practice with Windows

Microsoft Windows contains a tutorial on how to use Windows. To access the Windows 95/98, Windows NT, Windows 2000 Professional, or Windows Millennium tutorials, click Start, select Help, and then select the appropriate tutorial. Appendix A: Tutorial Page 73
Getting Started
These are the first steps to creating a new application:
1. Click Start and highlight Programs; then highlight NCS Pearson ScanTools II,
and select the ScanTools II program. This starts ScanTools II software and displays the ScanTools II main window.
2. Move the mouse pointer to the word Application in the menu bar, and click the
left mouse button once. Move the mouse pointer to the word New, and click the left button once. This displays the ScanTools II Application Module.
In the future, we will refer to this process as selecting an item from a menu. For example, Step 2 would be written "select New from the Application menu."
Creating Application, Document, and Output Formats

In this procedure, you create your new application, the document, and the output format associated with it.
You need to use your scanner for this procedure. Make sure it is installed and the power is turned on.
First, create the document this application will contain: 1. Select New from the Document menu. The New Document dialog box is displayed.
2. In the Title field, type the name of the document. For this tutorial, we will call it
"Learning Document."
3. Insert a blank form #221681 into your scanners input tray. 4. In the top half of the New Document dialog box Scan section, click the Scan All
button. Your scanner starts, the form is scanned, and the form ID and timing mark information from the form are transferred to the bottom half of the dialog.
5. Click OK.
Next, create the output format:
6. Select New from the Output menu. The New Output Format dialog box is
displayed.
7. In the Name field, type the name of the output format. For this tutorial, we will
call it "Learning Output Format."
8. Be sure the Apply Output Format to current document has a check mark in the
box. If it does not, click the left mouse button to insert a check mark.
9. Click OK.
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Finally, create the application itself:
10. Select Save from the Application menu. 11. In the Save As dialog box, type in the title and number for your application. For
this tutorial, in the Title field, type in Learning, and in the Number field type in 700.
12. Click OK.
Defining Fields and Grids

This part of the tutorial describes how to define fields and grids. A field is a portion of a document record. Each grid corresponds to a field. (Some fields, such as the NCS Header, contain data from other sources.) A grida set of response position strings on a sheetrepresents one piece of information on a form.
In this ScanTools II software tutorial, you will be defining each grid and its associated field at the same time.
Defining the "Name" Field and Grid

The Name field is a 21-character alphanumeric field. Although the grid printed on form #221681 shows places for Last Name, First Name, and Middle Initial, you will define it as a single grid mapped to the field. Follow the steps to define the field in the document record:
1. In the lower left corner of the ScanTools II Application Module window, click
New. The Output Field Entry dialog box is displayed.
2. In the Name field, type "Name."

-
Type is Alphanumeric. In Attributes field, verify that Display Field is selected. Fixed Length field is blank.
3. Click OK.
To define the grid,
4. On your sample GPAS #221681, mark the bubbles as shown in the following
diagram:
Appendix A: Tutorial
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LAST NAME
FIRST NAME
MI
First response Second response
A B C D E F G H I J K L M N O P Q R S T U V W X Y
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
A B C D E F G H I J K L
A B C D E F G H I J K L
M M N O P Q R S T U V X Y Z N O P Q R S T U V X Y Z
W W
Last response Second character
Last character
5. Load the form into the scanner. 6. In the lower left quadrant of the Application Module window, click the Scan
Sheet button. The marks you made on the form appear on the right half of the Application Module window. You can also see how the form IDs at the top of the document are transferred to the window. The timing marks are the numbers at the left edge of the sample form shown in the Sheet Image window. The form IDs are located along the first timing mark.
7. If the OMR Tool dialog box is not displayed, click the OMR Tool button
in the upper left corner of the Application Module window.
8. In the OMR Tool, use the following settings:

-
Type = Alphanumeric Cell spacing (Cell) = 1 Timing mark spacing (TM) = 1 Orientation = left
9. Move the mouse pointer to the first position of the grid. Hold down the left
mouse button and drag the pointer to the last response position; then, drag the pointer to the last character position. Now, release the mouse button.
If you make a mistake, click the Undo Grid Definition button; then, try again.
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10. Click the Append button in the lower left corner of the Application Module
window. You have completed defining the Name field in the document output record and have linked it to its corresponding grid in the document. As a final step, save the work you have done so far.
11. Select Save from the Application menu.
Defining the "Birthdate" Field and Grids

On the sample form, five grids appear under the data area labeled "BIRTH DATE" on the sample form. These grids will be mapped to a single field labeled Birthdate that is 8 characters wide. The grid for month (Mo) will be defined as a two-digit response grid. (A single row of bubbles will represent the digits 01 to 12.) The first digit of the Day will be defined as a numeric grid (0 to 3). The second digit of the Day will be defined as a numeric grid (0 to 9). The first digit of the Year will be defined as a numeric grid (0 to 2). The last three digits of the Year will be defined as a numeric grid (0 to 9).
Use the following steps to define the field in the document record: 1. In the lower left corner of the Application Module window, click the New button. The Output Field Entry dialog box is displayed.
2. In the Name field, type "Birthdate."

-
In the Field Type, click the Date radio button. In the Attributes, be sure no boxes are checked. In the Fixed Length field, click the box to insert a check mark; type in 8.
3. Click OK.
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Define the MONTH grid as follows:
diagram:
Mo
First response Second response
JAN FEB MAR APR MAY JUN JUL AUG SEP OCT
Last response Second character Last character
NOV DEC
Sheet button.

-
Type = Two digit response Cell spacing (Cell) = 1 Timing mark spacing (TM) = 1 Orientation = left
8. Move the mouse pointer to the first position of the column. Hold down the left
mouse button and drag the pointer to the last position in the column; then, release the mouse button.
window.
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Define the first digit of the DAY grid as follows:
diagram:
DAY
First response Second response Last response Second character Last character
2
0 1 2 3 4 5 6
Sheet button.

-
Type = Numeric Cell spacing (Cell) = 1 Timing mark spacing (TM) = 1 Orientation = left
14. Move the mouse pointer to the first position of the column. Hold down the left
mouse button and drag the pointer to the last position in the column; then, release the mouse button.
window.
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Define the second digit of the DAY grid as follows:
diagram:
First Response (for columns 1 and 2) Second Response (for columns 1 and 2) Last Response, Second and Last Character (for column 1)
DAY
YEAR
First Response (for columns 1 and 2)
0 1 2 3
0 1 2 3 4 5 6 7 8
0 1 2
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
Second Response (for columns 1 and 2) Last Response, Second and Last Character (for column 1)
Second Character Last Character
Last Response, Second and Last Character (for column 2)
Last Response
Sheet button.

-
20. Move the mouse pointer to the first response position of the grid. Hold down the
left mouse button and drag the pointer down to the last character position in the grid; then, release the mouse button.
window. Define the first digit of the YEAR grid as follows: 22. In the OMR Tool, use the following settings:
-
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left mouse button and drag the pointer down to the last character position in the grid; then, release the mouse button.
window. Define the last three digits of the YEAR grid as follows: 25. In the OMR Tool, use the following settings:
-
left mouse button and drag the pointer diagonally to the last character position in the grid; then, release the mouse button.
window. You have completed defining the grids that will be associated with the Birthdate field in the output record. Remember to save your work.
Defining the "ID Number" Field and Grid

The ID Number field is similar to the Name field, but the ID Number field is numeric rather than alphanumeric. Use the following steps to define the field in the document record: 1. In the lower left corner of the ScanTools II Application Module window, click the New button. The Output Field Entry dialog box is displayed.
2. In the Name field, type "ID Number."

-
Field Type is Numeric. No boxes should be checked in Attributes. The Fixed Length field is blank.
3. Click OK.
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To define the grid:
diagram:
IDENTIFICATION NUMBER A B C D E F G H
First Response Second Response
0 1 2 3 4 5 6 7 8
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
0 1 2 3 4 5 6 7 8 9
Last Response
Second Character
Last Character
Sheet button.

-
8. Move the mouse pointer to the first response position of the grid. Hold the left
mouse button down and drag the pointer to the opposite corner (the last character position); then, release the mouse button.
window.
Defining the "Gender" Field, Grid, and Translate Table

The Gender field offers the respondent two choices, female or male. Marking one or the other writes the character F or M respectively to the data record.
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Since "Gender" is not a standard data type available in ScanTools II software, you will need to create a custom data type by using a translate table. The table you will create is modeled after the one in the Sample Application Tutorial, which lists Male first and Female second. To create a translate table:
1. In the upper left of the Application Module window, click the Translate button
. The Translate Tool dialog box is displayed.
2. Click the Add Table button in the top part of the dialog box. The Add Translate
Table dialog box is displayed.
3. Type the name of the table in the Name field. For this tutorial, type in the word
Gender.
4. Click OK to close the Add Translate Table dialog box. 5. At the bottom of the Translate Tool dialog box, click the Add Entry button. The
Translate Table Entry dialog box is displayed.
6. The Response Position field is prefilled with 1, indicating that you are about to
enter the character or string to assign to the first bubble in the grid. In the Translate String: field, type F.
7. Click OK. 8. Click the Add Entry button again. The Translate Table Entry dialog box is
displayed.
9. Now, the Response Position field is prefilled with 2, indicating that you are
about to enter the character or string to assign to the second bubble in the grid. In the Translate String: field, type M.
10. Click OK. 11. At the bottom of the Translate Tool dialog box, click the Close button.
"Gender" will now be available in the Type drop-down list in the OMR Tool for every document in the application. Use the following steps to define the field in the document record: 12. In the lower left corner of the ScanTools II Application Module window, click the New button. The Output Field Entry dialog box is displayed.
13. In the Name field, type "Gender."

-
Field Type is Alphanumeric. No boxes should be checked in Attributes. The Fixed Length field is blank.
14. Click OK.
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To define the grid:
diagram:
GENDER
First Response Second, last response and Second, last character
Female Male
Sheet button.

-
Type = Gender Cell spacing (Cell) = 1 Timing mark spacing (TM) = 1 Orientation = left
19. Move the mouse pointer to the first response position of the column. Hold down
the left mouse button and drag the pointer to the second position in the column; then, release the mouse button.
window.
Defining the "Grade" Field and Grid

The Grade field and grid use a linked grid. Here, it means that two separate rows of bubbles are linked end-to-end so that the top of the second column is a continuation of the first column. Use the following steps to define the field in the document record: 1. In the lower left corner of the ScanTools II Application Module window, click the New button. The Output Field Entry dialog box is displayed.
2. In the Name field, type "Grade."

-
Field Type is 2-Digit. No boxes should be checked in Attributes. The Fixed Length field is blank.
3. Click OK.
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Define the GRADE grid as follows:
diagram:
GRADE OR EDUCATION
First Response Second Response
3 4 5 6 7
Last Response
11 12 13 14 15
Second Character and Last Character
Sheet button.

-
Type = Two digit response Cell spacing (Cell) = 1 Timing mark spacing (TM) = 1 Orientation = left
8. Move the mouse pointer to the first position of the first column. Hold down the
left mouse button and drag the pointer to the last position in the first column; then, release the mouse button.
9. In the OMR Tool dialog box, click the Add Link to Grid button. 10. Move the mouse pointer to the first position of the second column. Hold down
the left mouse button and drag the pointer to the last position in the second column; then, release the mouse button.
window.
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The Items grids enable you to try two special capabilities of the Application Module window:
4. On your sample GPAS #221681, mark the bubbles on the front of the form (Side
Use the following steps to define the field in the document record:
1 A
1
2 B
3 C
4 D
5 E
11 A
2 B
3 C
4 D
5 E
21 A 2 A
1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
31 A 12 A 3 A
1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
41 A 22 A 13 A 4 A
1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
32 A
23 A 14 A 5 A
1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
42 A
33 A 24 A 15 A 6 A
1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
button. The Output Field Entry dialog box is displayed.
43 A 34 A
2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
44 A
2 B
3 C
4 D
5 E
25 A 16 A 7 A
2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
35 A 26 A 17 A
2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
45 A
36 A
2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
Defining the "Items" Grids and Field
46 A
2 B
3 C
4 D
5 E
No boxes should be checked in Attributes.
27 A
2 B
3 C
4 D
5 E
37 A
2 B
3 C
4 D
5 E
47 A
2 B
3 C
4 D
5 E
Copying and pasting grids to other areas.
8 A
1
2 B
3 C
4 D
5 E
18 A
9 A
1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
28 A
19 A 10 A
2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
38 A
29 A 20 A
2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
48 A
39 A 30 A
2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
Defining grids in double-spaced rows.
49 A 40 A
2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
50 A
2 B
3 C
4 D
5 E
51 A
1
2 B
3 C
4 D
5 E
61 A 52 A
1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
71 A
62 A 53 A
1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
81 A
72 A 63 A
2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
91 A
82 A 73 A
2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
2. In the Name field, type "Items."
83 A
2 B
3 C
4 D
5 E
93 A
2 B
3 C
4 D
5 E
54 A
2 B
3 C
4 D
5 E
64 A
2 B
3 C
4 D
5 E
74 A
2 B
3 C
4 D
5 E
84 A
2 B
3 C
4 D
5 E
94 A
2 B
3 C
4 D
5 E
Field Type is 1-Digit.
55 A
1
2 B
3 C
4 D
5 E
65 A
56 A
1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
75 A
66 A 57 A
1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
85 A 76 A 67 A 58 A
1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
95 A
86 A
2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
96 A 77 A
68 A 59 A
1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
87 A
2 B
3 C
4 D
5 E
97 A
2 B
3 C
4 D
5 E
78 A
69 A
2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
88 A 79 A
2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
98 A 89 A 60 A
2 B 3 C 4 D 5 E 1 2 B 3 C 4 D 5 E 1
2 B
3 C
4 D
5 E
99 A
2 B
3 C
4 D
5 E
5. Load the form into the scanner.
92 A
2 B
3 C
4 D
5 E
6. In the lower left quadrant of the Application Module window, click the Scan
1. In the lower left corner of the Application Module window, click the New
Define the front side Items grid as follows:
1) as shown in the following diagram:
The Fixed Length field is blank.
70 A
2 B
3 C
4 D
5 E
80 A
2 B
3 C
4 D
5 E
90 A
2 B
3 C
4 D
5 E
100 A
2 B
3 C
4 D
5 E
3. Click OK.
Sheet button.
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-

-
Type = One digit response Cell spacing (Cell) = 2 (note the difference) Timing mark spacing (TM) = 1 Orientation = down (note the difference)
Defining the first grid: 8. Move the mouse pointer to the first response position of the first column (Question 1). Hold the left mouse button down and drag the pointer to the last character position in the last column (Question 10); then, release mouse button.
window. Copying the grid to the other positions on the front of the form:
When you paste the grid to the next position, be sure to follow the sheet in chronological order. When you reach the second row of grids, to stay in the proper sequence, go to the top of the second row to paste the next grid.
10. Move the mouse pointer to the center of the first grid and click once. The grid
may change color.
11. Click the Copy button or press Ctrl+C (hold down the Ctrl button on your
keyboard and press the C key.)
12. Click the Paste button or press Ctrl+V. A box is displayed in the Application
Module window in the shape of the grid you selected.
13. Move the mouse pointer to the center of the box. Hold down the left mouse
button and drag the box to the exact place you want the next grid located (for example, Questions 11 through 20), and then release the mouse button.
14. Click the Append button. 15. Repeat steps 12 through 14 for every remaining Item grid on the front of the
document. Ensure that subsequent grids are pasted and appended in the correct order or data integrity issues will result.
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Defining the back side of the form (if your scanner can read the back):
16. Mark the back of the form, as shown below:
17. Load the form into the scanner with Side 1 facing up. 18. In the lower left quadrant of the Application Module window, click the Scan
Sheet button.
19. Click the Go To Bottom button in the lower left corner of the window. 20. In the OMR Tool, use the following settings:
Type = One digit response - Cell spacing (Cell) = 2 (note the difference) - Timing mark spacing (TM) = 1 - Orientation = up (note the difference) 21. Move the mouse pointer to the first response position of the first column (Question 101). Hold the left mouse button down and drag the pointer to the last character position in the last column (Question 110); then, release mouse button.
-
window.
23. Move the mouse pointer to the center of the first grid and click once. The grid
may change color.
24. Click the Copy button or press Ctrl+C (hold down the Ctrl button on your
keyboard and press the C key.)
25. Click the Paste button or press Ctrl-V. A box in the shape of the grid you
selected on Side 1 of the sheet is displayed in the Application Module window.
26. Move the mouse pointer to the center of the box. Hold down the left mouse
button and drag the box to the exact place you want the next grid located: questions 111 to 120.
27. Click the Append button. 28. Click the Copy button; then, click the Paste button. A box in the shape of the grid
with the new orientation is displayed in the Application. Page 88 ScanTools II Users Guide
29. Drag the box to the exact place you want the grid to be located. Be sure you are
following the test question sequence.
30. Click the Append button. 31. Repeat the paste and append steps for every remaining Item grid on the back of
the document.

Defining the Score* Field (Optional) To display respondent scores in the Data Record (optional), you can define a total score and/or a subtest score in your output record.
New button. The Output Field Entry dialog box is displayed.
34. In the Name field, type Total Score.

-
Field Type is Numeric. No boxes should be checked in Attributes. The Fixed Length field is 5.
35. Click OK. Total Score* is displayed in the ScanTools II Application Module
window.
New button. The Output Field Entry dialog box is displayed. Field Type is Numeric. No boxes should be checked in Attributes. The Fixed Length field is 4.
37. In the Name field, type Subtest Score.

-
38. Click OK. Subtest Score* is displayed in the ScanTools II Application Module
window.
Final Steps
When all fields and grids are defined, you need to be sure you release the application for scanning. See the Select Release for Scanning section of this manual. To make an application diskette, see the Making an Application Disk section of this manual.
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If You Need More Practice

Talk with your NCS Pearson representative about additional training services and materials available. Videotapes are available on many topics relating to Optical Mark Reading technology.
Page 90
Appendix B. Data File Format

ScanTools II software writes data scanned from documents to ASCII data files. These files have the following characteristics: Each scanning task creates a file with the name you specify and the extension .DAT. The file contains an individual document record for each document scanned. Each document record is a string of ASCII characters. A carriage return/linefeed (CR/LF) is used to terminate each record, and an end-of-file marker (Ctrl-Z) is displayed after the last record. The first 40 characters of the string comprise the NCS Header. The remaining characters of the string are document data as defined in the application's output format. When scanning multiple documents that use record formats of different lengths, each document record is padded with spacesif necessaryto make all records equal in length to the longest record format. The NCS Header and each data item occupy a fixed number of characters in a fixed position in the string.
This simple data format facilitates conversion of data files to custom formats or importation to other databases. The content of the NCS Header is described in the online help.
Appendix B: Data File Format
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Page 92
Appendix C. Glossary
application A set of rules that governs how your personal computer collects data from your scanner and how it stores this information on your disk. It contains one or more document definitions and their associated output formats. bar code A series of parallel lines and spaces of varying widths, printed on a form, or affixed to a form with a label. When decoded, a bar code represents a string of alphanumeric characters. batch A batch is a collection of sheets that are scanned, one after another, as a group. You can assign a common batch number to each sheet in a batch. booklet A document that contains more than one sheet. booklet sequence check A booklet sequence check determines whether sheets are being scanned in proper (desired) order. Two types of booklet sequence checks are available. The ascending sequence check verifies that each sheet scanned has a higher sequence number than the previous one. The sequential sequence check verifies that each sheet scanned has a sequence number one greater than the number of the previous sheet. Both checks require the first and last sheets of a booklet to be scanned. character A character is: (1) A single letter, digit, or symbol, or (2) the string of response positions on a form that is needed to represent a single letter, digit, or symbol. configuration sheet A configuration sheet is a special form used to configure a scanner. When a completed configuration sheet is scanned, it sets the communications protocol of the scanner that scans it. Configuration sheets vary from scanner to scanner, and not all scanners use them. context All of the variables associated with a scanning task. It includes the application, the data file, the edit profile, the score profile, and the conversion profile. context file An ASCII text file that allows you to start ScanTools II software from the Run dialog box or to create your own icon and command line to automate a particular ScanTools II function.
Glossary
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conversion profile A set of rules that enable ScanTools II software to convert a standard data file into one of a different format. data file A computer file that contains data from scanned documents. dialog box A Microsoft Windows term for a box or window that is displayed on your screen when ScanTools II software needs more information to complete a task. document One or more sheets, when scanned, produce one document record in a data file. One document creates one document record, and many documents can be in one application. document definition The part of an application that defines where information is located on a document. It governs how the computer handles the information from data the scanner provides. The definition includes number of sheets in the document, location of form ID marks and timing marks, location and types of grids, and which field the data from each grid will be stored in. document record A part of a data file that represents the information obtained from one document. document sequence record The part of an application that defines the order in which to scan the documents. domain resolution An output field attribute that causes the field's grids to be resolved (scanned and translated into data) using a read level threshold that is based on the average read level of all marks in the field's grids. Basing the read level threshold on the actual darkness of the marks in the field ensures that fields with marks that are especially dark (on average) are resolved. When applying domain resolution to a grid using binary resolution, (binary, binary coded decimal, or litho-code), domain resolution is performed on a single grid within the field rather than on the average of all marks in all grids in the field (as all other resolution types do). When you use domain resolution, the read levels for all of the marks in the field are averaged. If there are more than 15 marks, the read level threshold is set at the average read level minus 4 for OpScan scanners. If there are less than 15 marks, the read level threshold is set at the average read level minus 5 for OpScan scanners. The read level threshold is never lowered (as a result of using domain resolution) below what it would be if you did not use domain resolution. It can only be raised. Marks that have read levels less than the read level threshold are interpreted as omits.
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edit profile A set of rules used to determine whether data collected from scanning is valid, and what to do if it isn't. field A portion of a document record that is reserved for one piece of information. file A file is a collection of records that contain related information stored on disk and retrieved from disk at the same time. file format The format of a file specifies the manner in which data is internally represented in it. The ScanTools II Application Base gives you the ability to convert files to a number of standard formats that are used by other software packages. form A sheet(s) of paper on which data is gathered and can be scanned. The sheet(s) contains form IDs and timing marks, and it complies with dimensional restrictions imposed by the scanner. form IDs Small black squares at the top of the form that uniquely identify it. grid One or more response position strings on a form that, together, represent one piece of information. key The actual data that the sheet (data) is scored against. linked grid Two or more non-contiguous grids can be defined as one grid by using the OMR Tool Add Link to Grid button. After defining one grid, you can continue the grid in another location by pressing the button and defining another grid. The grids must be of the same type and output length; however, the grid spacing can be different. literal A character or string that is always written to every document record. It is created in a ScanTools II application using the Literal tool. litho-code A litho-code is an optional, binary-coded serial number unique to every form. They are pre-printed grids that are used to check that all sheets in a booklet are from the same individual document.
Glossary
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mark all that apply A type of grid where it is acceptable for any number (all through none) of response positions to be marked. It is commonly used for surveys. The grid must be a single column or a single row. mark threshold The mark threshold defines how dark a mark must be before it is "seen" by the scanner. The mark threshold may be varied using ScanTools II software. multiple A multiple is when more than one response position in a response position string has been marked. Multiples are indicated in records by an asterisk (*). NCS Header A block of data at the beginning of every document record that identifies it. OMR Optical Mark Reading (OMR) is a process of machine recognition of pencil or pen marks on a page. The OMR response locations are usually arranged in a rigidly defined grid format and individual OMR responses are of a particular size and shape, depending on scanner type. For example, a common NCS Pearson format is for OMR response circles, spaced at 6 per inch. Another is OMR response ovals spaced at 6 per inch relative to the scanner read head and 8 per inch relative to the timing track. OMR is a very effective data collection technique where a respondent is offered a set of possible answers to a question and is asked to mark one or mark all that apply. omit An omit is when no response positions have been marked in a response position string. Omits are indicated in records by a space. online edit correction A scanning option that lets you correct failing document records while the scanner is scanning the forms. This requires an edit profile be selected at scanning time. output format A collection of output fields and associated grids for a document. An output format is required for each document; it is defined and selected in a document in the application. The output format provides a way to define individual output fields, order them in the sequence you need, and associate them with grids. path A path specifies a file's logical location on disk. It consists of the disk drive designation, one or more directory names, the file name, and the file extension. Its format is: \Parentdirectory\subdirectory\filename.ext.
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preslug Pre-printing of responses in OMR grids, often in black ink, so they can be read by the scanner. This is typically done on the form before it is given to the respondent. In a ScanTools II application, preslug resolution is an output field attribute that compensates for light pre-slugged marks on a grid. In a ScanTools II edit profile, preslug is a completeness checking type that compensates for light pre-slugged marks. Preslug resolution and preslug completeness edit cannot be used for grid types: Binary, Binary with Parity, Binary Coded Decimal (BCD) or Litho-code. record A record is a collection of fields that contain related information and are treated as a unit for data processing purposes. For example, a record might contain the fields Name, Age, Occupation, and Address, where the information in these fields applies to the same person. record format A record format specifies how fields and character constants are arranged as part of a record. response position A response position is an oval that can be marked ("filled-in") on a form to represent information. A response position is the same as a bubble or oval. response position string The set of response positions on a form that are used to represent a single character. Typically, no more than one response position in a string may be marked. run number The run number is a user-specified number that identifies a set of documents that are scanned together in the same scanning run. scanner mark threshold See mark threshold. score profile A set of rules used by ScanTools II software to score the data collected during scanning, or later when scoring is performed on a data file. sheet A single piece of paper on which data has been entered (can be one side or both sides). Documents can be composed of more than one sheet.
Glossary
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sheet thickness Scanners support forms, which vary in thickness (measured by weight and thousandths of an inch). Knowing the thickness of the form is important when adjusting the scanner's feed mechanism. A feed mechanism that is not set correctly may result in either doublesheet picking or slippage. Adjusting sheet thickness to the correct setting is scanner dependent. In ScanTools II applications, you can define the expected thickness of each sheet in a document. sticky field An output field attribute that causes the content of the field to be written to all subsequent document records (it "sticks" in the field) until replaced by another document record using this field. This enables you to mark output records in batches of documents. subtest A grouping of questions on a test. Groupings are typically organized by the subject, theme, or learning objective the group is being used to test. test A form used to mark choices from among alternative answers to test questions. A test typically consists of several questions, which require responses from the test taker by marking or filling in small circles (bubbles, ovals, or rectangles) representative of the response of their choice for each question. timing track (timing marks) A row of black rectangles along the edge of a form that enable the scanner to locate response positions. translate Each position in a response grid is translated to one or more characters defined in a translate table in the ScanTools II application. The following are standard translate tables provided in every ScanTools II application. Alphabetic, no space Alphanumeric Numeric One digit response Two digit response
Using the translate tool, you can create your own translate tables in addition to the ones provided by ScanTools II software. By design, every translate table name is displayed as a Type in the OMR Tool in all documents within the application.
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transport printer A hardware option on some scanners that enables data to be printed on a form while it is being scanned. Windows Windows 95, Windows 98, Windows 2000 Professional, Windows NT, and Windows Millennium are the software environments in which ScanTools II software operates.
Glossary
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Page 100
Index A
about this manual, v action bar, 43 alphabetic, no space (data type), 32 alphanumeric (data type), 32 application, 3 creating (detailed steps), 35 creating (tutorial), 73 defining fields and grids, 75 deleting, 42 installing, 41 setting defaults, 34 application disk creating, 39 Application Module Window, 29 options, 34 Applications, migrating from earlier versions of ScanTools software, 9 ASC data file format, 66 ASCII, 62 editing automatically, 52 editing manually, 55 fixed length records, 63 IBM 3881, 66 output formats for converted files, 62 scoring, 60 SDF format, 63 sheet compile format, 65 SPSS, 63 SPSS/PC+, 64 STC format, 65 data types, 32 alphabetic, no space, 32 alphanumeric, 32 binary, 33 binary-coded decimal, 32 litho code, 33 numeric, 33 one-digit response, 33 translate, 33 two-digit response, 33 Delimited ASCII data file format, 62 dialog boxes Edit Correction, 47 Scanning Options, 44 document, 3 document definition, 30 setting sequence in application, 34 Document import, 36 document record, 3, 30 DOSSIER data file format, 65 DSA data file format, 65 DSE data file format, 65
B
BCD binary-coded decimal, 32 binary (data types), 33 Binary (Scoring), 32 binary-coded decimal (data type), 32 booklet, 30 bubbles response positions, 30
C
Calling for Help, 7 configure paths, 27 context, 44 conversion profile converting datafiles using (task summary), 61 creating, 67 creating (task summary), 61 described, 5, 61 editing, 67 editing (task summary), 61
E
EBC data file format, 66 Edit Correction (dialog box), 47 edit profile changing values in, 52 creating, 49, 52 described, 4, 49 edit errors during scanning, 46 modifying, 49, 51 online editing of document records, 44 editing data files automatic editing, 52 manual editing, 55 task summary, 49
D
data files ASCII, 62 automatic naming, 44 converting, 69 converting (task summary), 61 DIF, 63 DOSSIER, 65
F
fields (defining), 37 file bar, 43, 44 Form (features of), 30 Form IDs, 31
Index
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G
Getting Help, 7 Calling for Help, 7 Support Web Site, 7 grid steps to defining, 38
setting default in application, 34 Release for Scanning (menu item), 39 response positions, 30
S
SAMPLE.DAT, 31 scanner errors, 45 scanning process described, 2 steps in detail, 43 Scanning Options (dialog box), 44 score profile described, 5 dummy character, use of, 5 editing, 60 parameters, 58 scoring data file using, 60 test key, 5 scoring, 60 binary, 32 Select Program Folder, 18 Serial Number, 14, 22 sheet, 3 SPSS data file format, 63 SPSS/PC+ data file format, 64 STC data file format, 65
I
Import a document, 36 NCS DesignExpert, 36 installation and configuration context, 44
L
litho code (data type), 33
M
Main Window file bar, 44 Migrating Applications from earlier versions of ScanTools software, 9
N
NCS DesignExpert Importing a document, 36 NCS Header, 31 NCS Pearson Customer Support, 7 numeric (data type), 33
T
task summary application creation and editing, 29 converting data files, 61 editing data files, 49 scan documents, 43 scoring data files, 57 test, 57 test key, 5 timing marks, 30 translate (data type), 33 translation table, 33 translation table creating (tutorial), 82 two-digit response (data type), 33
O
OMR optical mark reading, 1 one-digit response (data type), 33 operations log, 27 optical mark reading defined, 1 output format, 31, 37 output formats for converted files, 62 Overview, 1
U
user exits, 71
P
paths configure, 27
W
Windows learning how to use, 73
R
read controls
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NCS Pearson, Inc. 11000 Prairie Lakes Drive, Eden Prairie, MN 55244 Publication Number 202 723 029

ScanTools II User Guide

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ScanTools II User's Guide

NCS Pearson Publication Number 202 723 029

Using Online Help

Calling for Help

Whats in this Manual

Year 2000 Information and Readiness Disclosure

2. INSTALLATION AND SETUP....................................................................... 11

Table of Contents vii

4. HOW TO SCAN DOCUMENTS..................................................................... 43

5. EDITING DATA ............................................................................................. 49

6. SCORING DATA ........................................................................................... 57

7. CONVERTING DATA .................................................................................... 61

8. USER EXITS ................................................................................................. 71 APPENDIX A. TUTORIAL: CREATING AN APPLICATION............................. 73

ScanTools II User's Guide

From Dots to Data

ScanTools II Software on PC Application Definition

Edit Profile (optional)

Score Profile (optional)

Conversion Profile (optional)

Converted Data file (optional)

ScanTools II User's Guide

ScanTools II User's Guide

ScanTools II User's Guide

Calling for Help

Support Web Site

Using Online Help

Migrating Applications from Earlier Versions of ScanTools Software

ScanTools II User's Guide

2. Installation and Setup

Begin the Installation

ScanTools II Users Guide

First Time Installation

1. The first screen to appear is the Welcome screen.

Click Next > to display the Customer Information screen:

2. The Customer Information screen is displayed.

ScanTools II Users Guide

3. The Registration Confirmation dialog box is displayed.

6. The Available Disk Space dialog box is displayed.

8. The Select Program Folder is displayed.

ScanTools II Users Guide

ScanTools II Users Guide

Upgrading from an Earlier Version of ScanTools II

ScanTools II Users Guide

Remove (Uninstall) ScanTools II Software

3. The Setup Status screen is displayed.

2. Write down the following information for future reference:

5. Go to the ScanTools II Menu Bar and select Scanner Configuration on the

ScanTools II Users Guide

6. Enter the scanner configuration information manually according to the data

ScanTools II Users Guide

The Document Definition

Each of these features is shown in the following diagram:

Response String or Characters

The Output Format Definition

Chapter 3: Creating an Application

ScanTools II Users Guide

Chapter 3: Creating an Application

ScanTools II Users Guide

Steps to Creating a ScanTools II Application

Start ScanTools II Application Definition

Select or Create a ScanTools II Application

1. In the ScanTools II Application Module window, select Application from the

Select or Create a Document