STEPS TO CONVERT PREVIOUS VERSIONS OF THE ‘BNS TOOL’ TO VERSION 4.

4 OF THE
‘BARANGAY OPT TOOL’

What is the benefit of converting my barangay’s OPT files to the newest version of the
Barangay OPT Tool?
Version 4.4 of the ‘Barangay OPT Tool’ has additional features and functions that are not
available in the previous ‘BNS Tool’.
Version 4.4 has:
a) A new print-ready worksheet (‘BNS_Printout’) that enables users to create and print a
barangay masterlist of children 0-71 months old. Importantly, the names of children in
this masterlist are automatically arranged in alphabetical order to help the BNS/BHW in
more quickly finding each child’s name. It also helps in instances where there have been
duplicate entries of names, so that extra entries can be deleted. The masterlist can be
generated as long as the ‘Nut_Status Tool’ worksheet (the ‘OPT’ worksheet in the BNS
Tool) has been populated already. By having the pre-populated masterlist, the health
worker can use this to update the list at least once a year as children ‘graduate’ from the
list and new children (e.g. newborns) are added. It can even be used to update the
masterlist every month should the need arises.
b) A new worksheet (‘EntryUpdateCleanExport’) that contains formats (colored cells) that
help to identify possible errors or names for checking or deletion. Unlike most parts of
the Barangay OPT Tool, this worksheet allows users to delete rows (i.e. name of
children) as needed. It thus allows identification of possible errors, deletion, and
cleaning of the database.
c) Smaller file size (ranging from 1.7-3MB; depending on the capacity of the selected tool);
you will notice faster computer performance compared to the ‘BNS Tool’ which had 11
MB.
Other features of Version 4.4 are outlined in the “Instructions’ worksheet of the tool.

How much time is needed to transfer my old files to the new version 4.4?
Depending on the speed of your computer, the copying/transfer process for one barangay
should take only 1-2 minutes.

Files you will need for the conversion/transfer process:

1) Newest version of the Barangay OPT Tool (Version 4.4, as March 8,2016); depending on
the number of children in your barangay, choose either the 500ch, 1000ch, or 3000ch
capacity.
 2) Encoded list (using previous version of ‘BNS Tool’) of children 0-71 months for each
barangay (1 separate file for each barangay)
STEP 1: Open the file the Barangay OPT Tool Ver 4.4. Go to the second worksheet labelled
“Nut_StatusTool” (tab is colored green).
a. Fill up the information in the cells highlighted in RED. These are: Brgy, Municipality/City,
Province, Region, and Year. (Note: if the OPT files are for 2015, write “2015”)
STEP 2: Open the file containing the previously encoded list of children for the first barangay
you are transferring to the new version. Go to the worksheet labelled “OPT.”

We will be copying the contents of cells in this worksheet in two stages:

a. FIRST, highlight and copy all the cells under columns under “Name of Child” (column B)
up to “Date of weighing/measurement” (column F). Scroll downward to select all the
children and their details under column B to column F.

(Note: to use a keyboard shortcut for this step, highlight cells B4 to F4. Then press SHIFT
+ CTRL,  down arrow. This highlights the entire block of cells. Right click mouse to
select “Copy”. (Note: In case there are blank cells or rows or blanks in the data, using
this keyboard shortcut will not select and highlight all your cell contents all at once; you
may need to select and highlight cells in several steps.)

PASTE these cells into the matching columns and cells in the Nut_StatusTool worksheet
of the new Barangay OPT Tool File. Select cell C5 for the first row (under column C,
“Child’s Name”). Paste by right clicking on your mouse and use Paste Values. This
retains the formatting in the receiving file (the new version of the Barangay OPT Tool).

b. SECOND, go to cells H4 and I4 (the weight and height of the first child in the list). Then
select all the cells containing the weights and heights of all the children in the list. Right
click mouse, then select “Copy”. Go to the “Nut_StatusTool” worksheet of the new
version and select the cell H5 (the weight of the first child in the list). Again paste these
cells using Paste  Values. Make sure that the cells and measurements are perfectly
aligned with what you have just pasted and copied in Step 2a above.
The nutritional status classification (abbreviations and color fills in columns K, L, and M)
for each child should then appear under columns K, L, and M).
Rename the latest version of the Barangay OPT Tool using the following convention:
Name of Barangay_Year_v4.4 For example, “Poblacion 2015_v4.4”.