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*** Family Literacy Data Migration Procedure - 4-24-2008 ***

** see bottom of this update for Database Compacting Procedure **

      * call David Collings to go through the Data Migration with you
         unless you are confident of your Access database skills
         --->  tollfree:  888-993-8324

*** Before beginning this process, make a copy or a backup of your database. ***
	-- Access 2003 Backup:
	1. Open your current FamLit database file.
	2. Click on the Tools menu, 
	    then Database Utilities,
	    then Back Up Database.
	3. In the Save Backup As window, choose
	    the suggested file name with the current date
	    or type in a different name of your choice,
	    and click the Save button.

	-- Access 2007 Backup:
	1. Click on the Office button.
	2. Click on Where -- File.
	3. Click on Compact & Repair
	4. Click on Backup and save the file as above.

*** Process for importing data ***
  1. open new version of Family Literacy database
	(FamLit_data_4-24-08.mdb)
  2. go to File/Get External Data/Import
  3. select your old data file and click Import button
  4. *** VERY IMPORTANT ***
      --> click Options button and UN-check Relationships <--
   
  5. Select the 9 tables (shown in the list below) by clicking on each name
      in the list -- then click OK:
	1.  T_Child_Enrollment
	2. T_Child_Perf-Indicators
	3. T_Child-Demographics
	4. T_Family-Enrollment
	5. T_Home-Visits
	6. T_Library-Visits
	7. T_Parent_Perf-Indicators
	8. T_Parent-Demographics
	9. T_Parent-Participation

   6. in the Objects column, click on Queries
   7. Double-click on the following queries:
       *** VERY IMPORTANT ***
        --> run queries in this order <--
       Note: You will receive two warning messages after you run each.
                 Click the "Yes" button for each one.
	1.  Q1-app-FamilyEnroll
	2.  Q2-app-ParentDemo
	3.  Q3-app-ChildDemo
	4.  Q4-app-ChildEnroll
	5.  Q5-app-ChildPerf
	6.  Q6-app-ParentPart
	7.  Q7-app-ParentPerf
	8.  Q8-app-HomeVisits
	9.  Q9-app-LibraryVisits

   8. open Family Enrollment form and scroll through a few 
       records to ensure they look okay
   9. look through the other forms to ensure those records 
       are also okay
  10. when you are sure data import is successful, go back to 
       Tables and delete the 9 which end in "1"
  11. That's it.  Your new database and reports are ready to run!

--- Compacting the Database ---

The steps below are a reminder of the procedure for Compacting your database.  This should be done at least once a month to ensure that your database runs smoothly.

- Compacting the Access Database

** This will make your database file smaller and makes it run faster.

1. Open the Access program, but do not open the data file.
    -- You should see a blank gray screen.
2. Go to the Tools menu and select Database Utilities, then Compact and Repair Database 
3. You will then see a file selection box titled, "Database to Compact From."
    -- Navigate to the location of your current database, click on it, then click Compact.
4. The next file selection box is titled "Compact Database Into."
    ** Notice that the suggested file name is "db1" -- rename to something appropriate. **
   -- Click on My Computer if you wish to navigate to a Flash drive or some other location.
5. When you have located the drive and folder for your file, click the Save button.