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DataBank V1.

13 Manual Book

DataBank V1.13

Manual Book
(MS Access Database)

22 Sep. 2009, Singapore


DataBank V1.13 Manual Book

CONTENTS
INTRODUCTION .....................................................................................................................1
What is DATABANK? ......................................................................................................1
What are the main features? ...........................................................................................1
What can DATABANK do? ..............................................................................................1
What does DATABANK look like? ...................................................................................2
How to begin with DATABANK? ......................................................................................4
GROUPS AND USERS MANAGEMENT ................................................................................8
Groups Management.......................................................................................................8
Users Management .........................................................................................................9
Users Monitor ................................................................................................................10
CUSTOMIZE DATA STORAGE STRUCTURE .....................................................................11
Data Storage Structure..................................................................................................11
Add Child Node .............................................................................................................11
Edit Child Node .............................................................................................................12
Delete Node ..................................................................................................................13
DATA MANAGEMENT..........................................................................................................14
Database Backup ..........................................................................................................14
Database Re-link ...........................................................................................................14
Currency Management ..................................................................................................15
Countries and CSGs Setting..........................................................................................16
CREDITS INCENTIVE MECHANISM ....................................................................................17
Credits Concept.............................................................................................................17
Credits Gain ..................................................................................................................17
DATA MANIPULATE ............................................................................................................18
Manipulating Menu ........................................................................................................18
Add, Edit, Copy and Delete Data Record ......................................................................18
Link File to Data Record ................................................................................................19
Export Record(s) to Excel..............................................................................................20
Import Record(s) from Excel..........................................................................................21
Import Template ............................................................................................................23
DATA QUERY AND REPORT...............................................................................................25
Commodity Query..........................................................................................................25
Cost Query ....................................................................................................................26
Data Report ...................................................................................................................27
COST TREND ANALYSIS.....................................................................................................28
TECHNICAL SUPPORT ........................................................................................................30
System Help ..................................................................................................................30
About.............................................................................................................................30

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DataBank V1.13 Manual Book

INTRODUCTION

What is DATABANK?
DATABANK is a data managing tool, which helps you to manage the immense data in a
structural way.
DATABANK is a data sharing platform, which makes information exchanging more effective
between different users or different departments.
DATABANK is a data concentrating center, which adds value to limited data resource.

What are the main features?


Multi-users working environment
Database security control
Customized data storage structure
Credits incentive mechanism
Seamless link with Excel
Cost trend analysis

What can DATABANK do?


Groups and users management (add, edit, delete, authorize, monitor)
Customize data storage structure (add, edit, delete)
Database management (backup, change link, log)
Database manipulate (add, edit, copy, delete)
Credits management
Exchange data with excel (import, export)
Credits management
Data query
Generate report
Generate cost trend curve
Link external data to database

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DataBank V1.13 Manual Book

What does DATABANK look like?


1. Main interface

The main interface consists of 4 parts: commodity searching, cost searching area, commodity
display area and cost display area.
2. Menu
Main menu:

Sub menus:

Users Sub Menu

Data Sub Menu

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DataBank V1.13 Manual Book

Manipulate Sub Menu

Help Sub Menu

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DataBank V1.13 Manual Book

How to begin with DATABANK?


1. Double click DATABANK.mde;
2. Click No on the following pop-up warning window;

3. Click Yes on the second pop-up warning window;

4. Click Open on the third pop-up warning window;

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DataBank V1.13 Manual Book

5. If you dont want above warning windows to pop-up each time when you open the file, you
can open any other access file, select Tools Micro Security , and then set the
security level to Low;

6. Input your username and password;

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DataBank V1.13 Manual Book

7. If you want to change the password, click Option>> button;

8. While logging in DATABANK at first time, you are most likely to come across below error.
Click OK to continue;

9. Click Ok to select database file DataBank_be.mdb, and then click Select;

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10. Click Ok, and then you have entered DATABANK successfully.

.
11. If you have run out of credits, the below window will pop-up to remind you to contact
Administrator to get credits.

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DataBank V1.13 Manual Book

GROUPS AND USERS MANAGEMENT

Groups Management
1. Select Group Management under Users sub-menu;

2. Click New button to add a new group;

3. Similarly, click Edit button to change group ID and name and click Delete button to
delete selected group;

4. Click Authorize button to authorize operation right to each group.

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DataBank V1.13 Manual Book

Users Management
1. Select User Account under Users sub-menu;

2. Click New button to add new user;

3. Click Edit button to edit user information;

4. Click Delete button to delete user.

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DataBank V1.13 Manual Book

Users Monitor
1. Select View Log under Users sub-menu to view users activities;

2. Select Users Online under Users sub-menu to view who are online and communicate
with online users via email or message.

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DataBank V1.13 Manual Book

CUSTOMIZE DATA STORAGE STRUCTURE

Data Storage Structure


In order to make data querying more efficiently, the TREE structure is used to store data. See
below snapshot.
(Note: Only authorized users are allowed to change data storage structure.)

Add Child Node


1. Right click on the node, to which you want to add child, and then select Add Child;

2. Input child node information, and click Save button.

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DataBank V1.13 Manual Book

Edit Child Node


1. Right click on the node, to which you want to add child, and then select Edit Child;

2. Input new node description and UOM, and then click OK button.

Alternatively click the node twice to modify description.

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DataBank V1.13 Manual Book

Delete Node
1. Right click on the node, to which you want to add child, and then select Delete;

2. If the node has child nodes, it cant be deleted.

3. If the node has data records, it cant be deleted.

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DataBank V1.13 Manual Book

DATA MANAGEMENT

Database Backup
1. Select Database Backup under Data sub-menu;

2. Select the folder where you want to save, and click Save button.

Database Re-link
1. Select Refresh Link under Data sub-menu;

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DataBank V1.13 Manual Book

2. Select the database file which you want to link and click Select button;

3. Database link refresh successfully.

Currency Management
1. Select Currency under Data sub-menu.

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DataBank V1.13 Manual Book

Countries and CSGs Setting


1. Select Country and CSG under Data sub-menu;

2. Click Add button to add a new CSG or country;

3. Click Delete button to delete a CSG or country;

4. Click Edit button to edit description of selected CSG or country.

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DataBank V1.13 Manual Book

CREDITS INCENTIVE MECHANISM

In a multi-users working environment, how to encourage end-users to feed cost information


into database is the key to keep it always updated. Give more, take more is the philosophy
behind the credits incentive mechanism.
Credits Concept
In DATABANK, credits are amount of points given by Administrator, which defines the
maximum times that end-users can retrieve data from database.
Once you retrieve valid data from database, your credits amount will be deducted by 1 point
automatically. If your credits balance is less than 0, you are not allowed to access the
database and retrieve data any longer.
The credits balance is displayed on the main interface as below.

Credits Gain
In DATABANK, the credits need to be earned by feeding cost information into database. The
administrator or data manager has the right to decide how many points will be given
according to the category or quality of data fed.

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DataBank V1.13 Manual Book

DATA MANIPULATE

Manipulating Menu
There are three ways to manipulate database. One is to click button on the Main Menu Bar,
one is to click button on the Tool Menu Bar, and the last is to right click Data Records Display
Area.
1. Main Menu Bar

2. Tool Menu Bar

3. Shortcut Menu

Add, Edit, Copy and Delete Data Record


1. Click New button on main menu or Select New Record on shortcut menu;

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DataBank V1.13 Manual Book

2. The field Description, Project Name and Quote Company cant be empty;
3. Click Save button to save record, Undo button to ignore any changes;
4. Click Edit button on main menu or Select Edit Record on shortcut menu to edit record
information;
5. Click Copy button on main menu or Select Copy Record on shortcut menu to copy
record to the same commodity;
6. Click Delete button on main menu or Select Delete Record on shortcut menu to
delete record after clicking OK on the delete warning window.

Link File to Data Record

1. While adding, editing or copying record, click Link button beside Quote Link label to link
file (Note: Just store path information in the database, not file itself);

2. Select the file which is to be linked, and click Select button;

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DataBank V1.13 Manual Book

3. And then beside Quote Link label, one icon and one more button are displayed. Clicking
the icon, you can open the linked file, and clicking the Delete button, you can disconnect this
linked file.

Export Record(s) to Excel

1. Single-select record or multi-select records, then right-click mouse and select Export
Records , or click Export button on the main menu;

2. Click OK to open the Save as form, input file name, and then click Save button;

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DataBank V1.13 Manual Book

Import Record(s) from Excel

1. Refer to DATABANKImportTemplate.xls;

2. Input information as per the fields description in the template;

3. Click Import button on main menu or Select Import Records on shortcut menu;

4. Select the file you want to import;

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DataBank V1.13 Manual Book

5. Select the worksheet which you want to import, and click Next button;

6. If there are some records in the excel file, the format of which dont meet importing
requirements, system will highlight it automatically. Click Finish button to ignore such
records, or click Cancel to stop importing, or click Back to select another worksheet.

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DataBank V1.13 Manual Book

Import Template

Column Description Requirement Input Guide

A COA Compulsory Code of Account, standard commodities


code listed in "Code of Commodity.
B Description Compulsory 1. It should capture basic key information.
Take pump as an example.
Too simple description: "Centrifugal Pump"
Ideal description: "Process Water Pumps,
Centrifugal, 10.6m3/hr @20.9 meter Head,
Motor 2.2kw, Duty 1.39kw, Weight 120kg"
2. The number of characters should not
exceed 100.
C Currency Compulsory Standard currency code.

D Unit Selective

E Material Selective Valid number format

F Manhour Selective Valid number format

G Labour Rate Selective Valid number format

H Machine Selective Valid number format

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DataBank V1.13 Manual Book

Column Description Requirement Input Guide

I Subcontract Selective Valid number format

J Notes Selective 1. It can capture some other technical


information besides that in description, such
as material, design pressure, design
temperature, etc.
2. It can capture some commercial terms in
PO or contract, such as payment terms,
delivery period, etc.
K Project Name Selective

L Quote Date Compulsory Valid date format

M Quote Type Selective

N Quote Company Compulsory

O Contact Person Selective

P Telephone Selective

Q Fax Selective

R Email Selective

S Quote Link Selective

T Country Compulsory Standard country code listed in "Country"


Combo box
U Customer Sector Compulsory Standard CSG code listed in "CSG" Combo
box

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DataBank V1.13 Manual Book

DATA QUERY AND REPORT

Commodity Query
DATABANK has 3 ways to search commodity codes: by section, by code or by name.

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DataBank V1.13 Manual Book

Cost Query
DATABANK provides strong combined cost query function.
(Note: * in the key word represents any number of characters, and ? just represents any
single character.)
For example:

Searching Conditions include:


Country = Singapore,
Customer Sector = Hydrocarbons,
Description = *e,
Project Name = test
Company Name = test
Quote date is between 23/06/2009 and 24/07/2009.

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DataBank V1.13 Manual Book

Data Report
1. Select record(s) which are to be reported;
2. Click Report button on the main menu bar or tool menu bar, or right-click Data Records
Display Area and select Report on shortcut menu;

3. Click Print button to print it out.

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DataBank V1.13 Manual Book

COST TREND ANALYSIS

1. Select record(s) which are to be analyzed;


2. Click Curve button on the main menu bar or tool menu bar, or right-click Data Records
Display Area and select Curve on shortcut menu;

3. Input Curve Title field, select Cost Type and Currency, and then click Next button.

4. Input categories name displayed on X-Axis and then click Next button.

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DataBank V1.13 Manual Book

5. Adjust categories sequence displayed on X-Axis and then click Next Button.

6. The cost trend curve is generated.

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DataBank V1.13 Manual Book

TECHNICAL SUPPORT

System Help
Click Help button on the main menu to enter into system help.

About
1. Click About button on the main menu;

2. Click Email Address to send email to developer to get technical support.

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