[Microsoft Access Database for USDA-ARS Form 182A/B and]{.smallcaps}

[Medical Matrix Determination]{.smallcaps}

# Information Sheet

**System Requirements:**

-   Microsoft Windows 95 (or later: 98, NT, etc.)

-   Microsoft Access 97 or later (part of Professional Office Suite)

-   CD -- ROM drive (to install)

## Installing database file onto Hard Disk Drive from CD-ROM -- and -- 

## Preparing Your Computer for Importing Last Year's Matrix Data

1.  Insert CD into CD -- ROM Drive

2.  Open Windows Explorer

3.  Create a New Folder on your hard disk drive, named 'Matrix'. The
    directory should look like this: C:\\Matrix\\ **This step is
    mandatory only if you plan to import data entered from the prior
    version of the Matrix. You CANNOT put the folder Matrix into a
    subdirectory, e.g. C:\\Databases\\Matrix. It MUST have the directory
    C:\\Matrix\\.** The name of that older file is 'OMSP182B-Group.mdb'.
    If you do not plan to import data, then you can place OMSP
    Matrix.mdb anywhere on your hard disk drive, i.e. you do not have to
    create a new folder. *N.B. The time to import data is at the start,
    before other data is entered. Once you start entering data in the
    new database, you will not be able to import additional data
    successfully.*

4.  Open Drive letter which represents your CD -- ROM (usually D: but
    can be any letter)

5.  Highlight file labeled "OMSP Matrix". If Explorer's default allows
    you to view extensions, the extension of this file is ".mdb" If you
    plan to import data entered previously in the older version of this
    database, read "**Importing Data** -- Item #1" and perform it now.

6.  Drag file into an appropriate folder/section of your computer
    (C:\\Matrix\\ if you plan to import data). You may wish to create a
    shortcut of the database and place this on your desktop.

7.  After the file has completed copying, select the newly copied
    program with the RIGHT[^1] Mouse button. You will see a menu drop
    down. Select the 'Properties' item (usually at the bottom).

8.  When the 'Properties' window appears, make sure that under
    'Attributes', the box next to 'Read-only' is UNCHECKED. If it has a
    check mark in it, click the box to UNCHECK it. 'Hidden' should also
    be blank (UNCHECKED).

9.  Click OK. You are now ready to run the program.

## Importing Data (skip this section if you know for certain you do not have data to import)

1.  ![](media/image1.png)Before running OMSP Matrix.mdb, place the older
    database, 'OMSP182B-Group.mdb', into the 'Matrix' folder which
    results in the following directory address:
    C:\\Matrix\\OMSP182B-Group.mdb. N.B. if you had changed the name of
    the old database, it is critical that you rename it to
    'OMSP182B-Group.mdb'. Importing data will not be successful unless
    the old database has the exact title as shown.

2.  Check Windows Explorer for the proper directory. It should look
    something like this

3.  Of course, the size of files may vary, as well as the date modified.
    As long as you have these two files in the same directory on your C:
    drive named C:\\Matrix, you should be set.

4.  Launch the new database, 'OMSP Matrix.mdb' in Access. Enter the
    appropriate password when prompted. You can customize your password
    later. Read section below entitled, 'Changing Password'.

5.  Click the button labeled 'Prepare Data for Import'.

6.  Read the Importing Data Instructions Screen. If all three conditions
    have been met, click 'Proceed'. Clicking the 'Print Instructions'
    button will only print out the screen form. Click 'Cancel' if you
    still need more preparing to do.

7.  Once you have clicked 'Proceed', you will be given one last chance
    before committing to the process. The older database will be changed
    in minor ways to allow importation of data. After this, you can
    still use the older database, but *I would recommend strongly
    against that* for multiple reasons: forms, mode codes, hazards lists
    have been updated in the new database, therefore your output from
    OMSP182B-Group.mdb will be incorrect.

8.  Throughout the process, you will be prompted for Passwords. This is
    normal. Password for the new database was set exactly to what the
    password was in the older version. Later you can customize your
    password in the newer version.

9.  If you are ready to proceed, click the button. Read the NOTE WELL
    screen and then click 'OK'.

10. You will get a message(s) asking if you want to replace existing
    objects in the database, such as 'frmMain'. The default button is
    'No', however you [must click 'Yes']{.underline}.

11. Access will quit when this has been completed. Now launch the old
    database, 'OMSP182B-Group.mdb'

12. On the Main Menu, you should now see a button with bold Red/Pink
    type entitled, '**Export to OMSP Matrix**'. Click this button.
    Access will quit when the process is complete.

13. Now launch 'OMSP Matrix.mdb' again.

14. Find the button entitled 'Import Data' and click on it.

15. You will be given one last chance to back out, although if
    everything has worked smoothly to this point, there should be no
    reason to. GO FOR IT!

16. Now click 'Edit 182B Entries' to confirm your data has been
    successfully imported.

## Getting Started

It is STRONGLY RECOMMENDED that someone tutor you on this program. While
I have tried to make it user friendly and intuitive, I am not a software
program engineer. If you are having problems, ask someone who has had
some experience using it first.

1.  Since some of the information that will be entered is confidential,
    ie. birthdays and social security numbers, the database has a
    password to protect it from unauthorized users. This is not fool
    proof in any way, and I strongly encourage you not to have this on a
    server where others can easily access it. Treat this as you would a
    hand printed ARS Form 182A/B.

2.  Open the database by either: 1) Launching Microsoft Access first,
    then choosing 'Open Database' from the File Menu; or 2) Double
    clicking (left button) the file from Windows Explorer or on your
    desktop.

3.  Enter the Database Password at the prompt. Obtain the Password from
    the individual who provided you with the CD. This can be customized
    later. See 'Changing Password' below.

4.  You are now ready to start entering information for creating the ARS
    Form 182A/B.

**[NOTE]{.underline}**: The routine 182A/B printout from this program
DOES NOT include sections concerning the Privacy Act, which can be found
on the INFORMS electronic version of ARS Form 182A/B, or hard copy of
the form itself. There is a Word document on the CD ROM, which is a
scanned version of this material, entitled: "182ABBack.doc". You can
print out multiple copies if you wish.

**Individual employees must have easy access to the information
contained in the section entitled "Privacy Act Notification" before
signing the 182A/B report generated from this program.**

**Important Points**

### Changing Password

Microsoft Access will only allow you to modify the Password if the
database has been opened 'Exclusively'. For help on how to do this, get
information from the MS Access help menu. Once the database has been
opened exclusively, go to the Report Menu by clicking the 'Reports'
button and then click the 'Change Password' button. You will first be
prompted to unset the database password. Enter the old password and
click 'OK'. The database is now NO LONGER PASSWORD PROTECTED. You must
now click the 'Change Password' button again to enter your new password.
Enter it again to confirm and then click 'OK' . Your database is NOW
PASSWORD PROTECTED.

### Work Locations

When entering a new individual, [you must enter their work
location]{.underline}. The files in the Work Location table are
comprised of items from: 1) Federal Occupational Health experience with
processing examinations; and 2) information obtained from the ARS Web
site regarding Mode Codes. There are some records which do not have a
Mode Code (Levels 4-6) assigned. This is because the work location
entered previously does not exactly match the Mode Code listings.

You can find the work location by either using the first pull down list,
which orders work sites by State, City, and Laboratory/Office Name. To
facilitate your search, type in the two letter Postal abbreviation for
the State, then scroll through the list to find the correct site.
Alternatively, the second pull down list is sorted by Mode Code (Levels
4-6). Just type in the first few numbers and then scroll down the list
to find your selection.

Feel free to modify addresses of the locations listed. The Mode Code
field has been deactivated, ie. you cannot change it. If you feel that
there is an error in the Mode Code entry, the Federal Occupational
Health ARS Surveillance Team needs to be informed. Your Area Safety
Representative will know how to contact FOH in San Francisco.

If you cannot find the work location needed after checking both lists,
FOH needs to be appraised of this. For the sake of efficiency however,
select either ' USDA/ARS -- "Work Location Not Specified" '(at top of
Name pull down list -- State designation is ##) or choosing '0000-00-00'
from the Mode Code pull down list.

#### Entering Hazards

You MUST enter at least one hazard, *in order for you to print out a
182A/B, or exam instruction sheet.* If the employee reports no hazard or
if you wish to enter information before the employee completes his or
her list, (and wish to print this out), select ' "None Reported" 'from
the Hazards List. You must use the double quotes (" ") because that is
how it is listed in the database. You do not need to do this step if you
are not going to print any reports however. That is, if you just want to
enter employee demographics before you get lists of hazards reported,
you can do so without choosing the "None Reported" item \[NO DATA
ENTERED will be the only thing seen in the Hazards List\]. You can then
go back at a later time to enter the Hazards, as the demographic
information will be saved in the database. While NO DATA ENTERED remains
on the Hazards List after making entries, this will not print out on the
182A/B Report*.*

#### Reports

In the Report Menu, 'Report of Employees by Location' \[second top
button from the left\] will produce a report of all employees entered,
grouped by Location and sorted alphabetically by last name. It includes
job title, respirator and pesticide use information. Each Location
prints on a separate page.

'Export Report to Excel' button produces an Excel Spreadsheet which
lists employee demographics (name, title, location, supervisor, phone
number, and information found on the 182A/B report). The spreadsheet
allows you to sort by any field, ie. supervisor, individual hazard,
respirator type, etc. This was the most efficient method available to
respond to requests for multiple types of reports.

#### Tips

Hitting the 'Escape Key' will remove entries to a record before it has
been saved (eg. employee demographics before entering Work Location; one
line of the Hazards List). Otherwise, corrections can be made by
highlighting the field and typing over the incorrect entry.

Microsoft Access automatically saves records as soon as you enter a new
record (ie. new hazard; new employee). If your computer crashes, you run
the risk of only losing the most recently entered info.

If Access says you cannot save any information to the database, make
sure that the box labeled 'Read Only' in the Properties menu is not
checked (see first page). If all else fails, print the .PDF file and
enter info the old fashioned way!

[^1]: Individuals that use the computer mouse with their LEFT hand may
    have these buttons reversed.