**FOOD STAMP QUALITY CONTROL**

**AUTOMATED FNS-380**

**User's Manual**

**Version 4.0**

**Introduction...\...................................................................................................3**

**Data Entry
........................................................................................................4**

1.  Entering New Reviews
    ...........................................................................................4

2.  Viewing or Changing Previously Entered
    Reviews...........................................13

3.  Ending a Work
    Session..........................................................................................13

**Main Menu
Utilities.........................................................................................14**

1.  Computation Sheets
    .............................................................................................14

2.  Worksheet Completion Status
    ............................................................................15

3.  Preview Menu
    .........................................................................................................16

4.  Print Menu
    ..............................................................................................................17

5.  Delete Selected Review
    ........................................................................................18

6.  Import/Export Utility
    .............................................................................................19

7.  Save Entire Worksheet to a File
    .........................................................................21

8.  Appendix A
    .............................................................................................................22

**INTRODUCTION**

The FOOD STAMP QUALITY CONTROL ELECTRONIC WORKSHEET (FNS-380) consists
of one database that contains single or multiple reviews for a specific
period (ex: fiscal year 2001). It was developed using Microsoft Access
2000.

It allows users to:

-   Enter a new review

-   View previously entered reviews

-   Delete an entire review

-   Change a previously entered review

-   Import from/export to an ASCII file

-   Save entire worksheet to a file

-   Print any page from the worksheet

To enter reviews for another period (ex: fiscal year 2002), the user
needs to rename FNS-380 (ex: rename FNS-380 to FNS-380_2001 then
download a new version from the USDA Food Stamps Quality Control
homepage to use it for the new period. The address for this homepage is
as follows:

To facilitate data entry, the system presents a full‑screen data entry
format; screen layouts resemble the pages of the Worksheet for Food
Stamp Quality Control review.

**DATA ENTRY**

## **1. ENTERING NEW REVIEWS** 

![](media/image1.wmf) **STEP 1:**

You must choose a review number before entering any review information.
To enter a new **review** **number**, click on the box next to "CHOOSE A
REVIEW NUMBER OR TYPE A NEW ONE"; then enter a new review number.

![](media/image2.png){width="7.1in" height="5.325in"}

![](media/image3.wmf) **STEP 2:**

To select a **page** from the electronic worksheet, go to the box to the
right of CHOOSE AN ELECTRONIC WORK SHEET PAGE TO GO TO; click on the
down arrow next to the box; and then choose a page from the drop down
list.

![](media/image4.png){width="7.1in" height="5.325in"}

The selected page of the Food Stamp Electronic Worksheet appears.

![](media/image5.png){width="7.1in" height="5.325in"}

**OR**

To go to an **Element** of the electronic worksheet, click on the arrow
next to the box beside CHOOSE AN ELEMENT TO GO TO: and then select an
element from the drop down list. Or, you may type an element number (the
system will automatically finish entering that element name in the
block) and then click the box.

![](media/image6.png){width="7.1in" height="5.325in"}

The selected page of the Food Stamp Electronic Worksheet appears.

![](media/image7.png){width="7.1in" height="5.325in"}

To select a **Review Schedule** page, go to the box next to CHOOSE A
REVIEW SCHEDULE PAGE TO GO TO; click on the down arrow for the box and
choose a page from the drop down list.

![](media/image8.png){width="7.1in" height="5.325in"}

The selected page of the Review Schedule appears.

![](media/image9.png){width="7.1in" height="5.325in"}

![](media/image10.wmf)**STEP 3:**

To enter review data, simply begin typing.

Some items to remember while entering data:

-   Press **enter** or Tab to skip over a field.

-   Use the right and left cursor movement keys to move from position to
    position within a field.

-   Amount fields are centered.

-   Hit **F1** on any field to get help on that field.

-   A description of a field and/or the allowable range of characters
    that can be entered appears in the task bar on the bottom of the
    screen.

-   If you are done entering data to the current page, check the box on
    the upper left corner to mark the page as completed.

The usual **keyboard controls** in a Windows environment are used in
this program. Refer to **Attachment A** for more guidance on keyboard
controls.

In addition, for this application, filling, or moving past, the last
field on a screen automatically opens the next data entry screen. Many
fields have range-checking or data validation, and will not allow
invalid data to be entered. You may either blank out the field or use
the escape key to allow you to continue.

These instructions above apply to using the cursor on all data entry
screens.

The **Selection Menu** appears at the top of the page selected.

This menu allows the user to:

-   Move to the **[N]{.underline}ext Page**

-   Go back to the **[P]{.underline}revious Page**

-   **P[r]{.underline}int** the page

-   **Pre[v]{.underline}iew** the page

-   Choose an **Element** to go to from the list box

-   Return to the **[M]{.underline}ain Menu**

![](media/image11.wmf)**STEP 4:**

To enter review data appearing on the next page of the Electronic
Worksheet, select **[N]{.underline}ext Page** at the top of the screen.

The next page of the Electronic Worksheet appears.

There are several things to remember when entering data to this screen:

-   When the next page is displayed, the cursor is in the first position
    of the first field.

-   Press Tab to move to the next field or to skip over a field.

-   Press Shift + Tab to move to the previous field.

-   To change data already entered to a field, move to the first
    position of the field, delete incorrect data and retype correct
    data.

-   To remove all data appearing in the field press CtrL+Del keys.

-   The data on the field is saved automatically when user advances to
    the next field.

![](media/image12.wmf)**STEP 5:**

Continue entering data in the same manner on any selected page of the
Electronic Worksheet.

![](media/image13.wmf)**STEP 6:**

When data entry is complete, to add another review, return to the
**[M]{.underline}ain Menu** and click on the Review Number list box to
type a new review number, or click on the down arrow to select one from
the list box.

If there are no more reviews to enter, click **E[x]{.underline}it Food
Stamp Quality Control System** to close the program.

## 

## **2. VIEWING OR CHANGING PREVIOUSLY ENTERED REVIEWS**

![](media/image14.wmf)**STEP 1:**

At the main menu select a review number from the list box.

![](media/image15.wmf)**STEP 2:**

Select either an Electronic Worksheet page, an element or a Review
Schedule page to go to.

The selected page of the Food Stamp Electronic Worksheet for that
particular review number will appear. Edit data on the Face Sheet page,
pages 2-14 of the Food Stamp Electronic Worksheet, or the Review
Schedule pages.

![](media/image16.wmf)**STEP3:**

To view any additional reviews, click on **[M]{.underline}ain Menu** at
the top of the screen and select another review number.

## **3. ENDING A WORK SESSION** 

To end the work session at any time, return to the **[M]{.underline}ain
Menu** and click on **E[x]{.underline}it Food Stamp Quality Control
System** to close the application and exit the program. Data is
automatically saved.

## **MAIN MENU UTILITIES** 

(1) **[C]{.underline}omputation Sheets**

Use the pull down box to select a review number, then click on
Computation Sheets. Page 1 of the Food Stamp Program Quality Control
Computation Sheet appears. Enter data or edit data as you need or do
calculations manually. If you are using the automated version,
calculations will be done automatically.

![](media/image17.png){width="7.1in" height="5.325in"}

A selection menu is at the top and bottom of the page. It allows the
user to go to page 2, self employment page, print and preview the
current page. Use the scroll bar to view the rest of the page. When
finished, click on the **[c]{.underline}lose** button to go back to the
main menu.

(2) **Worksheet Completion [S]{.underline}tatus**

This utility allows the user to check his work progress. It lists the
Electronic Worksheet pages (Face Sheet page and pages 2-14) with a
checkbox next to each page. If the checkbox is checked, it means that
the corresponding page is completed for the selected review number.

![](media/image18.png){width="7.1in" height="5.325in"}

(3) **Pre[v]{.underline}iew Menu**

This utility has three sections:

-   Choose to preview the face Sheet page or any page from pages 2-14
    from the **Preview Worksheet Pages** section.

-   Choose to preview the computation sheets from the **Preview
    Computation Sheets** section.

-   Choose to preview the review schedule pages 1-3 from the **Preview
    Review Schedule Pages** section.

At the bottom of the page, there are three command buttons:

-   Click on **Main Menu** button to go to the main menu.

-   Click on **Print Menu** to go to the Print Menu page.

-   Click on **Exit Access** to quit the application.

![](media/image19.png){width="7.1in" height="5.325in"}

(4) **[P]{.underline}rint Menu**

This utility has three sections:

-   Choose to print the face Sheet page or any page from pages 2-14 from
    the **Print Worksheet Pages** section.

-   Choose to print the computation sheets from the **Print Computation
    Sheets** section.

-   Choose to print the review schedule pages 1-3 from the **Print
    Review Schedule Pages** section.

At the bottom of the page, there are three command buttons:

-   Click on **Main Menu** button to go to the main menu.

-   Click on **Preview Menu** to go to the preview menu page.

-   Click on **Exit Access** to quit the application.

![](media/image20.png){width="7.1in" height="5.325in"}

(5) **[D]{.underline}elete Selected review**

Once a review is deleted from the Food Stamp Electronic Worksheet
Program, it cannot be recovered.

To delete a review, at the Main Menu, select a review number from the
list box, then press the **[D]{.underline}elete Selected Review**
button. A confirmation box appears that states the review number to be
deleted. Click **Yes** to delete that review.

![](media/image21.png){width="7.1in" height="5.325in"}

(6) **[I]{.underline}mport/Export Utility**

This utility allows the user to import cases from another database or
export cases from this database to a text file (80 x 24).

![](media/image22.png){width="7.1in" height="5.325in"}

![](media/image23.wmf)**Step 1:**

To import, choose **Import cases from another database** option.

To export, choose **Export cases to an ASCII file** option.

![](media/image24.wmf)**Step 2:**

Under File Name to Import from/Export to, enter the name of the file to
import from/export to in the text box provided. Specify the path and the
extension of the file.

![](media/image25.wmf)**Step 3:**

To import/export all cases, select **All Cases** option.

To import/export a range of cases, select **Range of Cases** option.

When this option is selected, Starting Review Number and Ending Review
Number text boxes are enabled. Enter the review numbers then click
**OK.** To import/export more than one range, click on **Add More** and
enter the additional ranges then click **OK**. A window appears that
confirms the import/export process and tells how many cases were
imported/exported. Click **OK** to return to the Main Menu.

**(7) Save Entire Worksheet to a [F]{.underline}ile**

This option allows the user to save the entire Electronic Worksheet
Program to an executable file.

Click on **Save Entire Worksheet to a [F]{.underline}ile** utility, A
Save As Dialog Box appears. Type a name for your file in the File Name
text box. The file name cannot be more than eight characters. Click on
**Save**. The review will be saved as a snapshot of the Face Sheet,
pages 2-14 and Computation Sheets of the selected review number. The
snapshot of all the pages will be saved in an executable file that can
be emailed to a supervisor or colleagues. To view the case, double-click
on this executable file to extract all the pages.

**Note:** To be able to view these pages, Snapshot Viewer program must
be installed on the computer. When viewing for the first time, the
system will check to see if Snapshot Viewer program is installed. If it
is not installed, it will ask to insert the Microsoft Office 2000 CD to
install it.

![](media/image26.png){width="7.108333333333333in" height="4.875in"}

**APPENDIX A**

**Keyboard Controls** for the worksheet are the usual keyboard controls
for the Windows environment, as follows:

Cursor control keys in the data entry / edit subsystem

\<Tab\>/

\<Return\> Complete an entry, or move to the next field without
entering.

-   Move one position right in the current field. Will move to the next
    field if current field is highlighted.

← Move one position left in the current field. Will move to the previous
field if current field is highlighted.

↓ (down arrow) Goes 1 line down; will go to the next field if current
field is highlighted.

-   (up arrow) Goes 1 line up; will go to the

previous field if current field is highlighted.

\[Ctrl+Del\] Delete all characters from the current field.

\<Esc\> Undo all changes to current field.

\<Del\> Delete a character at cursor position.

\<Ins\> Inserts blank space at cursor position.

\<BackSp\> Delete character before cursor.