PROGRAM

DATA ENTRY & MANAGEMENT

HANDBOOK

Angela Blankenship, Social Work Intern

August 2016

INTRODUCTION
This manual contains steps for the process of entering and managing program
participant and volunteer data for the various programs of the Surry County Office
on Youth. Included are step-by-step instructions for entering data into the database
and how to run reports. If you have questions, please ask your supervisor

Part I
Data Entry
Step 1: Completed Enrollment Forms
Place the completed enrollment forms in the corresponding wall pocket file
(i.e. Precious Jewels, Boyz to Men, Youth Council, etc.) in the TO BE
ENTERED folder.
Step 2: Start Database
Go to Start icon on the computer
Click on Access
Click on SCOOY DATA MANAGEMENT SYSTEM
If it shows a yellow security warning, click Enable Content
Click >> to expand the Navigation Pane
Step 3: Enter Participant Data
I.

Double click Student Details. The General Information box will

pop
up.

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A. Under the General tab enter:

Enter all information possible

B. Within the same widow, click on the Guardian Information tab

Enter all parent/guardian information. When relationship is
selected from drop-down an additional guardian box will
appear.

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C. Still within the same window, click on the Emergency

Information tab.
Enter all emergency/medical information.

*Helpful Hint: In this window, you can quickly access students name, email,
and phone number by clicking on the arrow in the Go to box

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Step 4: Scan, Attach, Remove, and View Documents or Photos

II.

Scan documents and save to computer as participant name.

A. In the Student Details window, click the General tab.
B. Click on the Photo.
C. You may then click on the paper clip to add a photo or document
or click on the arrows to view all documents previously uploaded.
D. You may also double-click on the Photo to bring up the dialogue
box that will allow you to Add, Remove, Open, and Save As and
Save.

E. Hit Save and New in the General Information window to save the data you
have entered and to open a new student form.

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Step 5: Update information on the Program Management System Tracking

Form
* See example below:

DATE

Enrollment Enrollment Hard

packets
forms
Copies
entered
scanned
Filed

Missing Information Needed

Notes

Step 6: Place enrollment forms in the TO BE FILED folder in the appropriate program
slot on the wall file.

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Part II
Reports
Display Reports and Print Reports
Double-click on any of the green report icon (shown in box below) to
display that particular report.
Reports may be printed by going to File and following regular steps for
printing. *The report only will be printed, not the entire screen

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Part III
Sorting
Sorting
A. To perform a simple sort, double-click on the query or table icons (shown in
boxes below).
1. Click on the column of the field you want to sort.
2. Click on Filter
3. A box will drop down with sort options.
4. Check the box of what you want to sort.
5. Click OK
Only the box field criterion you sorted will be visible

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B. To perform a sort of multiple criterion

1. Right click on the Query or Table icon with the information you wish
to sort.
2. Open in Design View
3. Under field you want to sort type the criteria.
4. Click Run! at the top left of the ribbon
See figure below for an example of sorting Precious Jewels PJ and 5th Grade

To enter multiple criteria, make

sure you type them EXACTLY and
they are on the same line!!

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Part IV
Deleting
Deleting
A. To delete a record completely
1. Click on Guardians table
2. Click on the row of the record you want to delete.
3. Right-click and select Delete Record
4. Then hit Yes
B. Repeat Steps on the Students table
C. Click Refresh All to update all tables and reports
*Please note all information on that participant will be permanently deleted

*To delete or change one field in the participants file, go to Student Details,
after change is made click on Refresh All to update all tables and reports.

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