# Presentation: 085219

## Session 9

***Database Management and Technical Support of EDExpress***

- Session 9-

**Notes:**
Greetings!   My name is ..............   I work in CPS as...........Tell a little of self 

Introduce other presenter  too!

This is the Database Management and Tech Support of EDExpress work session
Session # 5   

Get a feel for the audience.  How many of you are: 
Financial Aid Administrators?
Technical Support/IT personnel
Wear multiple hats
Other 

## Introductions

- Who is this session geared for?
- Evaluations
- Questions

- Session 9-

## Agenda

- Hardware and Platform setup
- Optimizing your system for EDExpress
- Installation and Setup tips
- Preventive Maintenance
- Utilities
- Solutions to Common Errors
- Other technical tips

- Session 9-

**Notes:**
Objectives for this session are READ the SLIDE

**“*****Behind the Scenes” of EDExpress for Windows***

- Session 9-

**Notes:**
For those of you who like to know what is under the hood this is a little preview of how EDExpress is put together/designed

## Type of Application and Database

- MS Access 97 with Visual C++ Graphic Interface
- 32-bit EDExpress uses DAO DLL (Data Access Object/Dynamic Link Library) files to communicate with database
- MS Access updateable SQL rather than C++ SQL.

- Session 9-

**Notes:**
EDExpress for Windows is MS Visual C++ application with a MS Access database. 32-bit application  using a MS Access 97 database.
The 32-bit EDExpress software uses DAO to communicate with the MS Access 97 database.  DAO provides a much faster and more stable connection between program and the database than the old ODBC connection did.
Other advantages of 32-bit EDExpress include enhanced memory management, preemptive multitasking, symmetric multiprocessing support, patch upgrades, and improved data access speed.
If they want more information about these advantages:
Memory Management - 32-bit memory management is simpler and more effective because there is no contention with conventional memory, extended memory, expanded memory.  Each program runs in its own memory space.
Preemptive Multitasking - The OS scheduler divides processor time between all tasks.  In 16-bit an application could use the entire processor.  A single application could the PC to lock up.
Symmetric Multiprocessing (SMP) support - OS can allocate tasks among more than one processor.
Improved Data Access Speed - MS Access updateable SQL rather than C++ SQL.  MS Access 97 is faster than 2.0.

## Software design

- EDExpress has a very modular design and each version changes the database structure
- Upgrades must be made in version order
- No versions can be skipped
- Since files are registered in the registry you must install every version to the same directory

- Session 9-

**Notes:**
This cannot be emphasized enough.   EDExpress is a very modular design.  No longer is every thing packed into the executable.  It is handled by many “mini-programs” called DLL files.  Therefore, DLLs must be the correct version so that they make the right calls to the next DLL.

In addition the Database is changed modularly.  You must install in version order, skipping no versions because the database structure is modified with each full (not service release) upgrade.  

Installing each version in different directories does not properly upgrade the database.   It also confuses establishes locations for files in the registry incorrectly so that the program becomes confused because it cannot find the proper version of the DLL.

## Versions

- Each program year stands separate from the year before and the coming year
- Version format is: X.Y.Z
- X equals program year
- Y equals module added
- Z equals the service release #

- Session 9-

**Notes:**
For example 
6.2.1 is  a 2000-2001 version that has had Pell added and has had one service release upgrade.

***“******Setting the Stage”:***
***Hardware and Platform Setup***

- Session 9-

**Notes:**
A vast majority of the calls that we have received this year, regarding “problems” with the software have been a result of  insufficient hardware or incorrect setup and install so I want to really focus on creating a solid environment for the software to function in.  

## Future Hardware Requirements

- Are imminent
- Will probably include 128 MB RAM and 400-800 MHz Pentium Processor
- If you want multi-tasking capabilities you will want to go above the MINIMUM requirements

- Session 9-

**Notes:**
This was announced in July at NASFA

## PC Configuration

- 32-bit EDExpress for Windows can only be run in Windows 95, 98, Windows NT 4.0 and now Windows 2000
- The AUTOEXEC.BAT file must contain
- SET TEMP=C:\WINDOWS\TEMP
- SET TMP=C:\WINDOWS\TEMP
- The CONFIG.SYS file must contain
- FILES=120
- BUFFERS=32

- Session 9-

**Notes:**
These are the only special configuration changes required by EDExpress.   Without these lines users report many more application errors.

The temp lines improve speed and functionality of the larger global functions such as importing, installing, database utilities.  

Temp lines are also especially important for enhanced print performance.

Remember for NT you can put these values in the Environment settings: 
Control panel |system| environment tab | user variables.

## Network Configuration

- Three network operating systems are supported:
- Novell 3.x or higher
- NT 4.x or higher
- Windows 2000
- No other network operating systems are supported. This includes peer to peer networks

- Session 9-

**Notes:**
Peer to Peer networks tend to damage the database very easily simply because of the way peer to peer manages resources.   

The only place I would use a peer to peer network would be in an office where there was on very good machine that did most of the work and one PC that could be used to look up a record occasionally.

## Networking 

- EDExpress databases should not reside on high traffic servers
- EDExpress traffic should not be routed through high traffic routers/bridges/etc.
- Have sufficient RAM to service the server without slowdowns
- Database should be in an environment where data delivery does not get slowed

- Session 9-

**Notes:**
Speed with which the program accesses the database is of foremost importance.   If EDExpress traffic “bumps” into other network traffic and is slowed even for a moment then the database runs the risk of a referential integrity error.   EDExpress will sometimes see a slow down as a “crash” and only save partial data.

## Networking (cont.)

- Make sure the Financial Aid Dept. has access to a minimum of 600 MB of server space
- If you are running through an NT gateway to a Novell server, the permissions/rights and ownership must be equivalent on both servers

- Session 9-

**Notes:**
Frequently I will talk to an IT person and they will swear that there is 2 gig free on the server.  When we look a little further we find that yes there is 2 gig free but the financial aid office only has access or rights to 50meg.  

Software must have equivalent permissions/rights on both NT and Novell server so that essentially the full path that  the data travels has rights/permissions that the software requires.

## Novell Specific Settings:

- Make sure AUTOEXEC.NCF file on NetWare server console contains:
- Set Maximum Record Locks Per Connection=10000
- For immediate changes without rebooting the server, type these commands at the console prompt
- Directory rights should be set to:
- W - Write      F - File Scan    R - Read
- C - Create    M - Modify         E - Erase

- Session 9-

**Notes:**
The surest way to loose a database, damage a database or have importing troubles is to not set the record locks on the Novell server correctly. 
It is also very common to have the record locks correctly set up and then reboot the server or swap out servers and find software performance issues or database corruption as a result.  
Everything except supervisor and access control is required for EDExpress to run correctly.   
If your Novell server does not have sufficient hard drive space and access to that space, correct rights, record locks per connection then you will be rebuilding your database!   

## Novell notes:

- You cannot have a paths longer than 46 characters and also have special characters (for example blanks, “_”, “-”) in that path
- Novell Client Version 2.2 has been shown to cause irregular printing issues

- Session 9-

**Notes:**
We have found that the program will automatically remove the special characters in the default paths so that  when you try to import the files the software cannot find the path.  This is a result of how DAO interacts with Novell.

One example of issues we see with user who are using ver 2.2 Novell Client is that  the ISIR will not print if  you select to print FAA or SAR comments. If you experience unusual issues in EDExpress do not rule out the Client software version.

## NT  Specific Settings:

- Maximize throughput for file sharing
- At the server control panel go to Start | Settings | Control Panel | Network. On Network screen choose the Services Tab. Double Click on the Server icon in the window labeled Network Services, then choose Maximize Throughput for File Sharing

- Session 9-

**Notes:**
The primary configuration change that you need to address in an NT environment is the Server Optimization.  If your database is on an NT server choose

Maximize throughput for file sharing.

IF you are using the NT server as a standalone workstation you will want this setting to be Maximize throughput for server applications.

If your server is used for applications as well as a file server then you will probably want to try the setting of Balance.  
Overall the program works best in environments were the database is on a file server with the optimization “maximize throughput for File share is” and without a lot of other network traffic to be in contention with.

## NT Specific Settings (cont.)

- Both the location and the size of the paging files on the NT server are important to the functionality of the software
- The folder _and_ the files (Expres02.mdb and Expres02.ldb) must be owned by the financial aid group
- Permissions must be Change or better

- Session 9-

**Notes:**
Paging files are important both to the local PC and on the NT server.  There are many variables that can affect the size and location of the paging files on the server. If you have issues with speed on your NT server and you have sufficient RAM, try increasing the paging files.
Additionally,  where your paging files are located can be an issue.  To give you an example.   We had an NT network that had 2 drives on the server- System (where the system files resided) and Application (where the paging files and the EDExpress database resided).  Performance was unaccountably slow.  When we moved the paging files to the system drive performance was significantly enhanced. 
 Yes it is true that Microsoft recommends paging files be moved off the system drive, if possible, but in the case of EDExpress there appears to be contention between the database traffic and the paging file traffic which slows everything down. Because this program is traffic intensive you can get better performance by moving paging files away from the heavy application traffic. Experiment with location of paging files in your environment to see where they best work.
If one user owns the EDExpress files other users will get sharing violations and other errors.  Be aware also, that any users with Full Control Access will take over ownership of the files/folders during install and sometimes during other functions in the software.
The Expres02.ldb file is deleted and recreated on opening and closing the software. Users must have delete and create permissions.  

## NT Notes

- Your database directory name is case sensitive on your NTFS server
- You must be logged in with administrative rights to a new NT Workstation to install software
- If the person installing has full control permission s/he will claim ownership of the folder and cause initialization errors for others

- Session 9-

**Notes:**
If you change the name of the database folder on your NT server, take  note of the  case you use because NT (NTFS) is case sensitive and the program will not find the database if you change cases during the install.  This is not an issue if you simply accept the defaults.
For some reason, known only to Microsoft, the MFC42.DLL file does not install into the WINNT\system32 directory on an NT workstation unless the person who is logged on for the install has administrative permissions on that workstation. 
Example - say in your office everyone has new NT workstations and everyone has admin permissions only on their own machine.  One person installs the new software on every PC. Because she  has admin rights only on her own machine the software works fine on her machine but will not open on anyone else’s because the MFC42.DLL didn’t load on any PC but hers.
Users with full control access can inadvertently take over ownership by the process of installing the software.  Be sure that the financial aid group maintains ownership after each install.

## Windows 2000 

- Everyone logging into EDExpress on a Windows 2000 Professional operating system must be a “Power User”
- Unlike NT Users, in Windows 2000 are considered “restricted users” and cannot change system files - in this case they cannot register the DLL’s in the registry

- Session 9-

## Printing Setup	

- EDExpress prints with LaserJet printers
- DeskJet, Inkjet, BubbleJet printers are  often incompatible with EDExpress and are not supported
- EDExpress prints best using a PCL5e drivers
- The printer that you will be printing to must be set as default

- Session 9-

**Notes:**
To enable more printers to function well with EDExpress software the code calling the HP3si, HP4si and HP5si has been removed from the software.  Instead the program now queries the registry for the default printer.  With that information the software defines the layout of the report you are printing.  

Example:  If you have a network printer that is an HP4si and a local printer which is an Okidata 6e set as default and you want to print ISIRS to the HP4si the program will look in the registry, see the Okidata 6e as default design the report as though it were going to the Okidata and then print to the HP4si.  The result is the report will print off the right side or the pages will not break correctly (Some how the layout will be wrong). 
So make sure the printer you want to use is set as default.

***“******Jumping In”:  ***
***Installation and Setup***

- Session 9-

## Installation Options

- Stand Alone
- Full - installs all files locally
- Custom - select modules you want to install
- Network Server
- Installs database only on network
- Network Workstation
- Full - installs all files except database
- Custom - select modules you want to install

- Session 9-

**Notes:**
There are 3 general types of install:  Standalone, Network Server and Network Workstation.  
Standalone install puts all files (both the program files and the database) on the local drive 
Network server install puts only the Database on the server and the Network Workstation install puts the program files on the local drive.
Both the Standalone and the Network workstation install have 2 additional options.  Custom and Full.
Full - This option is only used when installing software for the applicable processing cycle for the first time.  (or if you have to rebuild your database)  This type of install will overwrite the existing database and executables within the default directories being used for that cycle .
Custom - Perform a custom installation when you want to add a new module to EDExpress, reinstall a module or most importantly to upgrade each version  All Custom options except Database will keep all databases and stored systems parameters intact. Anytime you choose custom install, both Apps and Global modules will be installed.  You cannot install just packaging without apps/global, for instance because the Apps, Global modules are the anchor of the software.

With the network server install you will be prompted to enter the network location for the database.  If one resides there already and you proceed with the install you will overwrite existing data with an empty database.

If you want more detailed install instructions please refer   the Installation Guide located on the IFAP site and the SFADownload.ed.gov site for more detailed installation instructions.

##  Full versions Verses Service releases

- Full version upgrades modify (and can overwrite) the database
- Service releases simply upgrade DLL’s on the local drive; and therefore do not affect the database
- Service release version numbers are not reflected in the opening splash screen

- Session 9-

**Notes:**
Just like the slide says:
When a upgrade install, for full versions, takes place there are actually 2 types of upgrades that take place.  The program files are upgraded and also the database structure is modified.  It is very important to do both or the software can perform incorrectly. Consequently, it is very important that you make the correct selection so that you do not inadvertently overwrite the existing database or put an empty database in a new location and fail to modify the database structure.   
When you are installing EDExpress you cannot skip version updates even if you don’t want the direct loan module, for instance, because the database structure would not be correct.    
You can skip a service release if it is between 2 full version upgrades, however (and this is the only exception to the rule).  For instance if you are at ver 6.2 and there is a 6.2.1 and a 6.2.2 and a 6.3 upgrades available you can go straight from 6.2 to 6.3.
Service releases do not update the opening splash nor do they do versioning.  This means that in the instance we just discussed you could not do 6.2.2 and then go back and do 6.2 or 6.21 because those earlier versions would overwrite the the 6.2.2 dll version.

## Uninstalling

- Always uninstall before _reinstalling_
- Uninstall removes all DLL’s which are not shared from 4 install directories
- Uninstall updates the registry
- Uninstall removes the database !!!!
- Uninstall does not remove the install.log (for auditing purposes)

- Session 9-

**Notes:**
Versioning- each time a DLL is installed it is marked shared and is registered with the Operating System as a shared DLL.
This provides Windows with a reference count.  When that count hits 0 the DLL is removed.

The uninstall process cleans out the registry (registry entries created/used by EDExpress)

## Program Directories

**\Program Files\EDESuite\EDExpress for Windows - 2001-2002 - Main application target directory (EDExpress specific files)**
**\Windows\System or \WINNT\System32-System shared DLL target directories (i.e. MFC42.DLL, MSVCRT40.DLL)**
**\Program Files\Common Files\Microsoft Shared\DAO - all Data Access Object DLL’s will be located here**
**\Program Files\Common Files\EDEShared - No longer used for for EDExpress**

- Session 9-

**Notes:**
The default installation directory for all 32-bit versions of EDExpress is C:\Program Files\EDESuite\  
	EDExpress for Windows  for version 5.x
	EDExpress for Windows V6  for version 6.x 
	EDExpress for Windows  2001-2002 for version 7.x 	 
Shared DLLs in the 32-bit versions are installed to  \windows\system in Windows 95 and to \winnt\system32 in Windows NT.  
Main application target directory (default: \Program Files\ EDESuite\EDExpress for Windows 2001-2002,  but can be changed by the user); the Expres02.exe., expres02.mdb, help files, install log and all EDExpress specific DLLs will be located here.
EDExpress Base Class target directory (\Program Files\Common Files\EDEShared); all base classes and shared components for Express PC Products will be located here.  This is a directory that is no longer used for Express versions 6.x and 7.x

## Directory for Network Server

- Default directory is first available network drive\EDExpres02
- You can specify a UNC path
- You can map a drive for the database using a drive letter specification
- You can change the path to the database during the install or any time later

- Session 9-

## Install Tips

- Install the most recent version (except for service releases) of the software if you are just beginning
- Once you have data you must upgrade incrementally
- Do not skip upgrades unless you are doing a full install to a new PC
- Upgrade each PC before you open the software and allow it to do the one time update

- Session 9-

**Notes:**
The more modular design of the software has created a 2 pronged  install procedure.   You must upgrade program files on each workstation and you also must upgrade the database.

A full install does both if it is a first time install.  However, if you have data in a 7.0 database then you must upgrade incrementally to get each version’s changes to the database. 
You will only achieve the incremental upgrade if you choose custom install, reboot and then open the software to allow the one time update to take place before going on to the next version.
To avoid issues with the database upgrade do custom workstation installs to all PC’s before you run the one time update to the database.

## Install Tips (cont.)

- Reboot, then open each version of the software to allow the one-time update to modify the database structure before installing next version (i.e. open 7.1 before installing 7.2)
- Doing an install of ver 7.x will not affect data from any other program year
- Perform preventive maintenance before you begin
- MAKE A BACKUP OF THE DATABASE

- Session 9-

**Notes:**
Run the custom install on each PC that has access to the database.  REBOOT
Then open the software on one PC to allow it to perform the one time update.  
Once that has successfully completed everyone can use the software.

Two of the most common calls to Customer Service, at the beginning of a new program year,  is 1) will the database overwrite existing data in the previous year.  Or, 2)  the user will call saying that they cannot get the new software open.  It is because they assumed the previous data would be lost if they did a full install of the new program year software and consequently have no database for the new year to open because they did a custom install.  
There is one time when a database from one year could be affected by an upgrade of another year. That is when both years databases are in the same directory.   If you have Expres01.mdb and Expres90.mdb in the same directory when you run an upgrade to the expres01.mdb and then open version 5 software prior to the version 6 software the version 6 updatedb.mdb will run on the version 5 database. To avoid this keep databases in their own directory and/or be sure to run the update on the correct version by opening the correct database first.   This should not be an issue in version 7 because we will begin using version specific update file names.

## Why Download One Disk at a Time?

- The school has poor/static filled phone lines
- The FAA has a slower modem
- The FAA has to put it on floppy disk
- The FAA needs to have access to the computer while downloading
- The FAA has had problems downloading the full version

- Session 9-

## Unpacking the Files with the One File Option

- Find the downloaded file in the directory you put it into and double click on it
- Unpack to the temp directory (usually C:\temp or C:\Windows\Temp)
-  Note:  the unpack procedure asks if you want to _install _to the c:\temp
- Click Finish and the Install will begin

- Session 9-

***“******Keep it Humming”:  Preventive Maintenance***

- Session 9-

## PC Maintenance

- Perform regular hard disk maintenance
- SCANDISK
- DEFRAG
- Delete all files from \temp directory, “*.chk” and “found.*” files from root directory
- Clear internet cache on a regular basis
- Run Virus Scan programs regularly

- Session 9-

**Notes:**
A few general PC maintenance activities will increase the performance and stability of your PC across all applications.  

Scandisk and Defrag are utilities provided with all Windows Operating Systems including windows 2000  but are not a part of NT. Scandisk is a disk analysis and repair tool that checks a disk drive for errors and corrects any problems that it finds.  Defrag reorganizes the files on a disk to optimize disk performance.  Do not use Scandisk or Defrag designed for FAT drives on a Windows NT PC using NTFS.  Third party Scandisk and Defrag utilities are available for Windows NT.  

EDExpress creates temp files/folders during the normal course of importing, exporting, printing and installing.  The temp files are not automatically removed by the program and need to removed manually to free disk space and temporary space.  Files with extension .chk are created by SCANDISK.

One of the easiest ways to protect your data is to run a virus scan on a regular basis, preferably daily.  Due to the memory requirements of EDExpress, we don’t recommend loading virus scan programs that run continuously.

## Maintain adequate free hard drive space (bare minimum 600 MB)
Use a surge protector with modem protection
Exit programs and shut down gracefully
Backup, Backup, Backup
Limit multitasking while running EDExpress

- Use a surge protector with modem protection
- Exit programs and shut down gracefully
- Backup, Backup, Backup
- Limit multitasking while running EDExpress

***PC Maintenance***

- Session 9-

**Notes:**
Most of this is pretty obvious for normal data protection.  LIST

Do not backup to floppy disks by using the a simple copy procedure.  The copy procedure may appear to work but the database cannot be opened once it has been restored.  
If backing up to floppy disk, use a backup or zip program that is capable of spanning disks.

Multitasking is less an issue with NT and Windows 2000 or with other  PC’s that have more than minimum hardware.

## Repair and Compact

- Run utilities weekly or when you see un- predictable/random behavior or error messages
- Repair first to fix database errors
- Follow with Compact to create a new, organized copy of EDExpress database
- Compact defragments and re-indexes database,  making it smaller and faster
- Compact will succeed only if PC has enough free hard drive space for 3 copies of database

- Session 9-

**Notes:**
Your database can become corrupted if EDExpress is interrupted unexpectedly by a power outage, a LAN failure, or other unforeseen problems while it is performing a major task involving the update of records, such as ISIR import.  EDExpress may not detect database corruption, so if your system behaves unpredictably (database error messages, etc.), you should first run the Repair Database utility followed by the Compact Database utility to resolve the problems you are encountering.  
Even if you are not encountering any system or database problems, you should run the Database utilities on your EDExpress database weekly, as part of your general system maintenance schedule.  Before using these utilities, ensure you have free hard drive or network drive space available that is equal to 3 times the current size of the database. If there isn’t enough disk space to create the copy, the compact process will fail.  No errors are displayed when the process fails (your database disappears) so you should verify that the required disk space is available before starting the process.
The Repair Database utility prevents and resolves inconsistencies in record storage that can lead to database corruption.
The Compact Database utility improves the performance of EDExpress by optimizing the database (ie. EXPRES02.MDB) file and reclaiming space on your computer’s hard drive or network drive.  As you add, modify, or delete records in EDExpress your database may become fragmented. Compact Database defragments the database, making it smaller and more efficient.  This utility also re-indexes and checks the referential integrity of the database.  
You should always run Compact Database after running the Repair Database utility. If Compact completes successfully, the original copy of the database will be overwritten by the new copy.  However, if you have any problems running repair try running compact first and then run repair.

## Where to Repair and Compact 32-bit Database

- Under tools|utilities menu in the software
- From Microsoft Access 97 only (not Access 2.0, Access 95, Access 7 or Access 2000)
- From separate utility CompactandRepair.exe
- Just Do IT!

- Session 9-

**Notes:**
The easiest place to run utilities for users is within the software itself.

If for some reason you cannot get into your database, Access97 is our second choice. You will not actually open the database within access.  When Access97 opens and all you can see is the main menu.  You would choose tools | database utilities and then repair or compact.  Note: in compact you actually compact the database back into the original database rather than to the db1.mdb.  
And No you cannot open or repair and compact the database from Access 2 or Access95.
New last year  is the utility for repairing and compacting from outside the software.  You can find the utility in the program directory.  It is called compactandrepair.exe and has a red cross icon.
Another option for repairing and compacting is from the ODBCADM. Provided that you have the odbc32 bit drivers loaded you can repair and compact from the ODBCADM. It is VITAL THAT YOU SELECT THE CORRECT DRIVERS for this option.   If you do not have the drivers loaded there is a Microsoft site where you can pull down the odbc drivers.  If you want more information on this option please contact cps customer service.   We recommend that you just use Access 97 or the compactandrepair utility that is provided with the software.  

## Verify Database

- Checks for data relationship integrity
- Always run Repair Database and Compact Database prior to and after running Verify Database
- Run this utility from the tools |utilities menu from within the software
- Run Verify Database weekly

- Session 9-

**Notes:**
While the Repair and Compact utilities were created by Microsoft and can be run outside of EDExpress, Verify Database is unique to EDExpress and can only be run from within the program.  Verify Database includes several queries that look for missing related records.  When a record does not have an associated record but should, this utility creates the missing information.

Always run Repair and Compact before and after running Verify Database.

Not all relationships are checked during Verify Database.  If you encounter a referential integrity error  during Compact after running Verify Database you will want to call CPS for further assistance.

This utility creates or adds missing data where compact and repair can remove damaged data.  

## Utilities on a LAN

- Repair, Compact, and Verify will fail if users are logged into EDExpress or if there are record/user locks
- Database utilities lock users out of the database
- High traffic on a network can cause EDExpress utilities to fail
- Incorrect network configuration can cause the database to be lost during compact

- Session 9-

**Notes:**
All users, besides the one running the database utilities, must exit EDExpress before the utilities will run successfully.  If you are running the utilities outside of the software all instances of the program should be closed.  If other users are logged in, the utilities will not function or will complete in just a few seconds and display a message indicating it completed successfully even if they haven’t.
Clear the record locks under tools|utilities|clear locks
Clear users “already logged in message
Every attempt should be made to keep all users logged out of EDExpress while the utilities are running.   IF all users exit and then one or more tries to get back in before the utilities have completed your database may be badly damaged.  
Novell users take heed. You will loose your database if you have not correctly configured your database to include
Set maximum record locks per connection = 10000  (or higher)
Hard drive space 3 times the size of the current database size not just free but accessible by the financial aid office
Rights set to everything except access control and supervisor.

## Tips for Running Utilities	

- Copy database to the local drive to run utilities if errors do not clear after running utilities on the server
- If running the utilities within the software fails, try running the utilities from Access 97 or with the compactandrepair.exe
- If repair fails, try compact first, then repair

- Session 9-

**Notes:**
If repair and compact does not appear to correct the operation of EDExpress then you should copy the database file to the local drive and perform the utilities locally.  Finish with copying the cleaned database back to the server.

Note: If you are running repair and compact from the within the program you will need to change the location of the database from within the software or by one of the means described earlier.  This is not necessary if you run the utilities from Access 97 or from the compactandrepair.exe.

We mentioned earlier that if Novell record locks per connection are set too low that you will loose your database during the compact process.  This may also occur if there is not sufficient space on the server or if you do not have sufficient rights.

Although it is very infrequent, you can also loose your database if it is on an NT server that does not have correct ownership/permissions or if there is limited drive space.

***“******What Happened?” Solutions to Common Errors***

- Session 9-

## Most Install Errors Are Caused by:

- Skipping a version
- Installing one version in one directory and a second version in another directory or drive
- Installing with other programs running
- Hard drive needs to be cleaned up
- Failed download
- Incorrect rights/permissions or ownership

- Session 9-

**Notes:**
Install Errors can be cause by many things.  This list represents the most common reason:  

## Install error notes:

- MFC42.DLL is in use during install
- Some versions of Norton Anti-Virus v 5.0 will cause install errors
- The Compaq Intelligent Manageability must be uninstalled to successfully install EDExpress software
- Turn off everything before you begin the install
- You may need to boot to safe mode to do the install

- Session 9-

**Notes:**
I have spoken with several IT professionals that have advised me that they had to remove, not simply disable Norton Anti-Virus V5 software to get EDExpress loaded.   

I have also spoken with Compaq customer support.  They indicated that the only (easy) way to shut down the Compaq Intelligent Manageability was to uninstall it.  They assured me that this would not in anyway affect the PC performance and said that if the user still wanted the features of the Intelligent manageability they could download a more current version from the Compaq web site.

You should make it a habit to close all programs before installing any software.   EDExpress is no exception - close all programs.   Sometimes this is most easily performed by booting to safe mode and then loading the software.   

MFC42.dll is a dll file that is frequently in use by virus protection and tool bars.   Consequently, it is frequently an incorrect version or simply will not allow our software to overwrite it.  If that file is not available to our software then the install will not be able to write the ncseditctrl.ocx - causing a componentmove error

## Common Install errors

- ComponentMoveData had the following...	Media Name...
- Version Mismatch...
- Update failed...
- Setup requires a different version of Windows.  Check to make sure you are running setup on the platform it was intended for

- Session 9-

**Notes:**
There are the 4 most common types of install errors.  We will discuss some of them.
Because of the detailed nature of error solutions we not be able to cover all errors but if you look in your handouts you will see an extensive list of errors and their solutions for your use.

## Resolutions for the ComponentMoveData Error

- ComponentMovedData Error is an Install Shield Wizard write error resulting from a conflict or system configuration issue
- Is there is enough hard drive and  RAM?
- Have you done normal preventive maintenance on your PC?
- Is there a temp directory?  Is it empty?

- Session 9-

**Notes:**
Assuming the disk is good and you meet the minimum hardware requirements and the PC appears to be configured correctly and all junk files have been deleted
Environmental space is an issue for installs.  Do you have a temp directory?   What is in that directory. Too many files in this directory and frequently, the ~inst folders left there after software setup will cause this error to occur.  Empty these directories. 
Did you define the temp space in the autoexec.bat or in environment space on NT
Check the length of your database path.  If it is long or has special characters in the path the installshield may be having problems finding the path.

## Resolutions for the ComponentMoveData Error

- Do you have set temp and set tmp lines in your autoexec.bat file?
- Are programs running, that you cannot close?
- Are you using an unusual path to data?
- Did you reboot after uninstall?

- Session 9-

## Resolutions for the ComponentMoveData Error

- Did you close all other software?
- NT Workstation must have Service Pack 5 or higher
- Are you logged in with admin permissions to the NT Workstation?
- Are your paging files set sufficiently high?

- Session 9-

**Notes:**
Some times the Installshield files will still be in memory after an uninstall. Rebooting will clear them from memory and allow the install to proceed.
What software is running in the background. CTL ALT DEL will show you.
If using NT, check to see you have service pack 3 (should appear on bootup of PC).
Do you have admin permissions to this workstation and to the server drive the database is located on?
Adjust swap file: Normally a good rule of thumb is set the paging or swap file to twice the RAM but this doesn’t usually allow you to get beyond ComponentMoveData error
Windows 95/98 - allow windows to handle unless there is insufficient drive space.  Consider moving swaps to another partition in this case.
Windows NT -  make sure paging files are at minimum between150 and 300 (note this higher than Microsoft recommends) If there are several partitions put a paging file on a partition that that does not have any windows files ( ie the D drive) or has less activity on it. 
Copy all install disks to local drive  
Reboot in SAFE MODE (Windows 95/98) or VGA mode (Windows NT) and install from hard drive .

## Skipped Version Errors

- Error opening table in A Export Apps:QRY other tables...
- “Dr. Watson Error “exception: access error caused by expres01.exe "  (NT)
- 'This program performed and illegal operation and will be shut down...invalid page fault in module unknown...’ (Win9.x)
- Item Not Found in this Collection...

- Session 9-

**Notes:**
Each of these errors is a result of a version being skipped 
The Dr Watson and The invalid page fault messages occur during the install when a user attempts to skip a full version and tries to install a service release.

The Error opening table occurs when processing records and is an indication that the user successfully upgraded from 6.0 10 6.2 skipping the 6.1.  You would be likely to see it in other places if you went from 6.1 to 6.3
Item not found message indicates a version skip.  It will show up in a variety of places, depending on which version you have skipped.  For instance, if you skipped ver 5.1 then when you tried to do your pell setup in version 5.2 you would get this message.  
Both of these errors will appear as though it is a Pell setup or Direct Loan error.  In reality it is an installation error.  
They are simply an indication that you did not properly update your database.  

## Resolving Skipped Version Errors

- Database structure is not correct
- Restore a backup from an earlier version and upgrade sequentially
- If database contains only applications,  you must reinstall a new database and rebuild
- If you have Direct Loans or extensive packaging or Pell data contact CPS for further assistance

- Session 9-

**Notes:**
The skipped version errors are very common errors this year.  Although they appear to be operating errors they are a result of incorrect database structure.
Even if you installed all versions this error can still occur in these instances:
1) This could happen if you did a full network workstation install, in which case the updatedb.mdb file is not installed and consequently not run.  
2)Or it could be that you installed ver 5.1 and then 5.2  without first opening the 5.1 to allow the upgrade to take place 
3) or it could simply mean that the update procedure failed. 
If the error appears in the Direct Loan Module we know that you either skipped or had problems with the 5.2 version upgrade
Reinstall and rebuild if you have an apps database and call Customer Service if you have direct loans in this database.  

## DLL Related Errors

- Invalid page fault in module KERNEL32.DLL
- On closing student records
- On opening the software
- With a  program abnormal termination
- Invalid page fault in module CTL3D32.DLL on initializing the software
- Invalid page fault in module MSVCRT.DLL when trying to export
- Invalid page fault in module MFC42.DLL

- Session 9-

**Notes:**
There are a lot of DLL related errors that result with this software when users install with other software open, because the files are in use they cannot be properly upgraded. Sometimes it is a result of other software installing conflicting versions of specific dll’s. Those listed here are just the most common.  
Going from version 6.1 to 6.2 we began seeing invalid page faults in kernel32.dll file.   This has 2 resolutions depending on where you get the error.  If you find the error on closing a student record but global functions work the message is a result of having an old version of theComctl32.dll file.  You must pull down an install file from the Microsoft site (50comupdate.exe) and install it.  It cannot simply be replaced.The newer file allows both version 5 and 6 of visual basic to be used simultaneously.    This file has been tested in all Windows OS.  (you can also update this by doing an install of Internet Explorer v 5.x)
If you see this error on opening it means that the oleaut32.dll and olepro32.dll files must be updated - they were in use when you ran the install.  
If you see this error in conjunction with an abnormal program termination run the program utilities.  If that doesn’t resolve the issue and you are trying to upgrade to version 6.3 contact CPS customer service for further assistance.
IPF in the ctl3d32.dll file is a result of the file being corrupt or out of date
IPF in the msvcrt.dll  is a result of the file being corrupt or out of date
GPF in gdi.exe is also a result of out of date/corrupt msvcrt.dll file.
IPF in MFC42.DLL  is an indication that the program cannot find the database

## Resolution to DLL Related Errors

- Make sure Windows is calling the correct file when multiple copies of the DLL exist
- Check the version of the DLL in question, rename and reinstall
- EDExpress will install the correct version - if the file is not in use

- Session 9-

**Notes:**
You can get a copy of the DLL install list from CPS customer service.  

Since the Version 7 DLL is not created until the final changes are made and the Version is released to the public we don’t have a list here today.

As a general rule EDExpress will use any shared file with the date that we install or newer.  However, occasionally we will see a conflict between EDExpress and a newer DLL.  Frequenly, this is a result of shareware programs being installed that have been created by modifying a dll in someway without following industry standard DLL  naming/registering process.   As we get further away from Access 97 being the standard we will see more and more newer dll’s that may not work with EDExpress.

## Resolution to DLL Related Errors

- EDExpress does version checking so it will not overwrite a newer file
- Frequently the file in question is not the file that is out of date - but not always
- Apply all Windows Service Packs

- Session 9-

## Rights/Permission/Network configuration Issues 

- Ordinal Number 6451 could not be located in MFC42.dll
- Componentmovedata errors referencing the updatedb.mdb
- File Exception Result Code #5
- During password reset, you get the message that the database could not be found

- Session 9-

**Notes:**

Ordinal Number error is a result of an NT workstation not being able to install the MFC42.DLL because the person installing didn’t have Admin permissions on the local workstation
Resolution:
Check date of MFC42.DLL.  This error will result from the MFC42.DLL having a date of 8/8/96.
This error can also be a result of the MFC42.DLL file not loading. 
Componentmovedata error is a result of permissions/rights not being adequate on the server for the person doing the install
File Exception:
If using Novell 
make sure that everyone who has access to EDExpress has all rights except Supervisor and/or Access Control
If using NT 
make sure that the folder and all files are owned by the financial aid group
Make sure permissions to both folder and all files are “Change” or better

## Update Failed	

- This is a result of a local environmental issue
- Insufficient drive space
- Insufficient RAM
- Insufficient free system resources
- Not having run the program utilities
- Resolution:
- Clean up the hard drive
- Restore a backup; run repair and compact on it and try to rerun the updatedb.mdb

- Session 9-

**Notes:**
Once an update has been run (or partially run) on a database you cannot run the update a second time on that database.  
Always make a backup of the database prior to doing an upgrade. That way if something fails you can rerun the update on a new copy of the database
Always clean up the PC and run the utilities on an existing database prior to the upgrade.  
Contact CPS Customer Service if you are unable to run the update even after performing preventive maintenance on a copy of your backup.  

## Invalid Page Fault In Module MFC42.DLL

- This error indicates that the program cannot find the database
- Rights, Permissions, Ownership
- MFC42.DLL is the incorrect version
- Hardware failure between the PC and Server
- Mapping or network configuration issues
- Damaged network connection

- Session 9-

**Notes:**
This is perhaps the most common error we have seen this year.   In a nut shell the Invalid page fault message on initialization is really telling you that the program cannot locate the database

This  is very common in the NT environment, especially when a new install is performed because the one doing the install will take over ownership of the database directory and files (if they have full control access).  When one person claims ownership then the other user frequently cannot connect to the database. Or the MFC42.DLL didn’t get loaded because the NT user didn’t have admin permissions.
We have also seen this error when : READ REST OF SLIDE

## Invalid Page Fault... 	

- Pointing to incorrect database ( are you pointing to the correct database or last years database?)
- Trouble writing to the hard drive.
- NT ownership of database/permissions or case sensitivity on an NTFS partition
- Insufficient hard drive space
- Database corruption

- Session 9-

**Notes:**
Early in the year we found many many users trying to point to the 9899 database so that their data would transfer to the 9900 program year.  Instead they got this error.  
Just a note: each program year is a separate entity.   So when you install ver 7.x you will be beginning a new.  That means the first install should be full or network server so that you install a new database.  Expres02.mdb.  Do not try to point the new year software to the previous year database.

READ rest of list.
Insufficient hard drive on a PC will sometimes cause this error too.

Earlier in the year this error was more frequently due to program installation and setup mistakes.  Now that people have worked out all the install and setup issues this error or more frequently related to the database being damages. Running the utilities frequently will clear up this message if the message is a result of database corruption.  

## Printing Errors

- Printing issues are usually a result of users not printing to the default printer or using incorrect print drivers
- Common printing errors:
- Printing off the right hand side of page
- Page breaking incorrectly
- Instead of text a series of vertical and horizontal lines are printed

- Session 9-

**Notes:**
In the past Printing issues were much more common than they are now.  

What issues we have seen were a result of a user not understanding that the software looks to the registry for the default printer  to determine how to create a report.  Consequently, the user would select another printer without changing it to the default printer and the document would print off the page or break the page incorrectly.

Prints lines - may be a result of Office 2000 or Word Perfect 8/9 fonts, MFC42.DLL, OLEAUT32.DLL and OLEPRO32.DLL. Any of these may cause the printing of horizontal lines.

***“******Everything Else”***
***Other Issues***

- Session 9-

## SYSADMIN User ID

- Define password for SYSADMIN upon initial logon following full install or password reset
- Reserve SYSADMIN for administrative purposes (clearing locks, security); do not use for everyday processing tasks
- Record and retain password for SYSADMIN in safe and reliable place

- Session 9-

**Notes:**
Sysadmin User ID is a special ID.  Is is hidden and does not, as a result, function like other user ID’s.

If you process using this user ID you run the risk of damaging your security tables.  If you have a system failure while you are logged in using the SYSADMIN user ID you may not be able to find the record lock and   you will not have a back door to get into the software and clear up the user security locks.   

## Changing Database 		Location

- EDExpress 5.x and above uses DAO (Data Access Object) drivers to communicate with database
- Database location stored in Registry rather than odbc.ini
- Tool to change database location provided within EDExpress

- Session 9-

**Notes:**
EDExpress Database location is now stored in the Registry.  This means that the process for changing the database location is different for past years.  You no longer use the ODBC administrator to change database location.

## Changing Database Location (cont.)

- Where to change database location
- Within EDExpress if the database is missing or has been renamed.
- Within EDExpress if the database was copied.
- Within the Registry Using Regedit or Regedt32 commands.

- Session 9-

**Notes:**
There are 2 ways within EDExpress to change the database location.  If at  anytime EDExpress cannot find the database file listed in the registry the software will open to a screen that says Do you know where your database is?  

You can force the program to come to this window simply by renaming the database file.  Once you are at that window simply use the browse button to find the path.  This turns out to be the easiest way to change the location of the database unless other users are in the database.  

Next slide for other options.

## Changing Database Location Within EDExpress

- From the Help\System Information menu choose Files Information tab
- Click Registry
- Using + signs and folders click on the path: EDESuite\Year01\Express
- Choose edit from the edit menu and enter new path
- Close EDExpress and reopen it

- Session 9-

**Notes:**
This is the preferred method of changing the database location.  REMEMBER: when you are typing the path to the file include the file name.  For instance, if the database is on your H drive in the apps\expres02 folder you must type:
H:\apps\expres02\expres02.mdb.

Also keep in mind the case sensitivity of NTFS.

## Using Regedit/Regedt32 to Change Database Locations

- We do not recommend this method of changing your database location
- If you have no other options then contact  your System Administrator or CPS -R&R  (research and resolution) team for assistance

- Session 9-

**Notes:**
Sometimes you cannot get back into the program to be able to change the location of the database.  If this is the case, you must change the Registry by the use of one of these 2 tools.  
CPS does not recommend user use these tools.  One typographical error and you could prevent your computer from booting properly.  Thus we recommend you contact your technical people or the CPS R&R team for assistance with this process.

## Clear Files/Clear Locks

- Clear Files clears all data from a selected database table
- Accessed from Tools|Utilities|Clear Files
- Can now only clear some databases
- Clear Locks is separate from Clear Files
- Record Locks Database
**Clear record locks for a single user**
- Accessed from Tools|Utilities|Clear Locks

- Session 9-

**Notes:**
The Clear Files utility allows you to delete all the data from various EDExpress databases.  This utility can clear user, packaging, notepad  Databases.  Make sure users have a backup before doing this.

Lock records are created at a record level when a user accesses an individual student’s record.  Lock records are created at a table  level during mass update processes such as Importing and Exporting.   

If a user doesn’t gracefully exit a record or the software a lock record may remain in the Record Locks Database.  User’s will not be allowed to access the student’s record or an entire database until the lock record is removed using the Clear
Locks  NOT CLEAR FILES utility to clear the Record Locks Database.

Beginning with EDExpress 5.0 only those users whose locks need to be cleared need to be logged off.  Other users do not need to exit  before clearing the record locks because record locks can be removed for an individual user. 

## Missing/Duplicated Extensions  

- File box under import does not display the file extensions
- File extensions are duplicated (sara01bk.004.004)
- File extensions will not automatically increase incrementally

- Session 9-

**Notes:**
These three issues are a result of the same Windows setting.
Our software uses the Windows OLE file manager and as a result will display files based the settings established in the windows explorer (OLE  file manager).  
If the file extensions are not showing within the software on the import screen    or if when the file takes on a duplicated extension when it is renamed by the import procedure  IE sara01op.004 becomes sara01bk.004.004 then the resolution is to turn on the extension view.   
We have also found that if the file extensions on export always say *.dat (or some other value *.001) it is a result of the extensions view setting as well
The solution is to go to the Windows explorer View menu. From the Windows Explorer View menu,select Options (File Options in Win98).  Mark Show all files and remove the check mark from the box that is labeled “Hide MSDOS file extensions” (WIN95), “Hide file extensions for known file types” (WIN98,NT)

** If you ever see the program not wanting to change the file extensions look to the windows file manager too.

## Respect Your Database

- Meet the hardware requirements
- Use surge protector with modem protection
- Maintain adequate free hard drive space
- Spend some time reading installation and setup instructions and tips
- Limit multi-tasking

- Session 9-

**Notes:**
If you take anything home today from this session it should be to create and  maintain a good healthy environment for this software.  
Read this slide and the next and then ask if there are any questions.

## Respect Your Database (cont.)

- Exit programs and shut down gracefully
- Maintain a Production Schedule
- Backup, Backup, Backup
- Use Virus Protection
- Attend Session 11, EDExpress from a School’s Perspective

- Session 9-

## Production Schedule

- Avoid database damage: always schedule global activities at times when no other users are accessing the database
- Receive/Import early in the day
- Do update functions during the day
- Export/Send data late in the day

- Session 9-

**Notes:**
This is an excellent way to manage your database and control/minimize database corruption.   Establish a routine that works for your institution.  It may be as simple as  a hard and fast rule that no one can enter the database before 830 am. Or it could be a detailed routine.  

## CPS Customer Service
800/330-5947     Fax: 319/358-4260

SFA TECH:
http://www.ed.gov/sfatech/listserv.html

E-mail: cps@ncs.com

TDD/TTY: 800/511-5806 

- 800/330-5947**     Fax: **319/358-4260
**SFA TECH:**
- http://www.ed.gov/sfatech/listserv.html
**E-mail****:** cps@ncs.com
**TDD/TTY:** 800/511-5806

***Further Assistance***

- Session 9-

***Questions?***

- Session 9-