HOW TO IMPORT AND EXPORT DATA

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HOW TO IMPORT AND EXPORT DATA
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Why do I need to use Export/Import?Here are some
examples

• If you have a laptop that you take home (or have
  a home version of H.E.L.P.) to update Goals and
  Objectives at progress report time OR work on
  Annual Reviews/IEPs away from school you will
  need to export data so it can be imported at
  school
• You will need to export the update files from the
  laptop (or home version) and Import them back
  into the schools network version of H.E.L.P. so
  that the H.E.L.P. network version contains the
  most up to date information about your students.

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• When moving DATA between two H.E.L.P. programs
  (such as a standalone version on a laptop and a
  network version on a desktop computer at school)
  you must use
• IMPORT AND EXPORT

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If this data is moved, will there be data
duplication?

• The answer is
• NO

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How do I Export H.E.L.P. data?
Follow these steps to Export Files from your
laptop (or home version) of H.E.L.P.
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Do NOT try to export to a floppy disk.
H.E.L.P. files are larger than the capacity of a
floppy disk.You must use a larger data source to
move the data
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What are the larger data source options?

• Use a USB key in a USB port (sometimes called a
  Flash drive, thumb drive, jump drive or Cruzer
  drive).
• 2. Export the data to a go between file and
  burn the exported data onto a CD

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How to use a USB key

• USB keys usually are easily recognized by
  Windows 2000 or above. (Some Windows 98 users
  have reported difficulty when attempting to use a
  USB key)
• Insert the USB key into one of the USB ports
  available on your computer

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Your computer will assign the USB device a drive
letter.
In this case it has name it Removable Disk (E)
At this window select Take no Action or Cancel
Remember the Drive Letter name that was assigned
by the computer.
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Or you could go to MY COMPUTER
Look for the drive letter for the Removable Disk
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If you do not have a USB drive You must make an
export folder or Go Between folder to function
as a source to receive the exported data
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How can I make an export folder?

• You must create a file folder on your hard drive
  that can function as a source for your exported
  data.

Here is HOW to do it
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Just follow these instructions
Go to START, PROGRAMS,
Click on My Computer
OR
Click on the My Computer icon on your desktop
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NEXT
Click on the C icon (this is your hard drive)
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Right Click in the blank space to the side or
bottom of the folders
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A pop-up window will appear
In the pop-up window click on NEW and in the
extension click on FOLDER
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The New Folder will appear in the window.

• The label, New Folder will be highlighted.
• While it is highlighted key in the name of the
  folder
• i.e. temp or spec ed
• After keying in the name of the new folder, click
  in a blank area in this window to set (take off
  the highlight) the name of the folder that was
  just keyed in.

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How to Export Data

• Open the H.E.L.P. program.
• From the Main Menu click on
• SYSTEM MAINTENANCE
• In the next menu the choices are
• System Maintenance, State Mandated Tables, and
  Customized Tablesclick on
• SYSTEM MAINTENANCE

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You will see System Maintenance Menu 2
Click on EXPORT DATA
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In the next window the export options are listed
Click on Individual Client Selection
Do NOT click on the browse button here
Then click OK
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At the next menu
Use the drop down arrow and select a student from
the database
Next Use the Browse button to find the
location of the folder to which you will make
your export A window will open
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A H.E.L.P. Browser will appear
Click on the down arrow to the right of the Look
in field A directory of locations on your
computer will appear.
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Find the location you have chosen to receive the
exported data
You will see a list of drives available on your
computer.
If you are going to use a USB drive look for the
drive letter your computer assigned. In this
case it is Removable Disk (E)
Click on the drive letter.
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If you have prepared a Go Between folder to
receive the data
Click on the (C) drive It will appear in the
Look in box above
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To find the Go Between folder
Find the folder you created (in this case the
TEMP folder) Click on it and it will appear in
the Look in field
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You must give the exported file a file name
The Temp folder will appear in the Look in field
No matter if you are using a TEMP folder or a
USB Removable Disk such as (E\) you must give
the file you are about to export a file name.
Key the File name into this field. Do not use
commas, slashes dashes, or apostrophes in naming
the file.
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Key in the name of the student or export name,
ie. 4 April 08
In the field File name key in the name of the
student that you will export. (The default is
Transfer but You need to change this to the
name of the student.) DO NOT USE periods,
commas, slashes or dashes Click OPEN
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In the field Path/Name of Data Base to Export
to you will see the letter of the drive, the
name of the folder and the name of the student
Next Click the Export button
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When the export is finished..

• You will see a message The export is complete
• You can select another student and export him/her
  to another file name or export him/her to the
  same folder AND use the same file name.
• If using the same file name you will get a
  message that says the file exits. Click OK
• This is a good option if you have worked on
  several students and need to import them into the
  Network version or standalone version.

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What If I exported data to a folder I created,
How do I get the data on a CD?
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To Burn a CD

• Your computer must have the capability to write
  data to a CD (burn a CD)
• Open you CD writing program (programs vary with
  each machine)

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Go to Start, Programs and select your CD
Recording Program
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NEXT

• Select
• Create a Data Disk

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Select Data Disk
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Place new CD in the CD drive Click Add Data
Click Add
Click burn CD
A browser will open, use the directory in Look
in to find exported data and also find the file
name
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Next

• You will need to import the data you exported
  (either to USB or CD) into the school network

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IMPORTING FILES INTO SCHOOL NETWORK H.E.L.P.

• Before you Import the updated files from the
  laptop or home computer into the school network
  H.E.L.P. you MUST delete the old records that
  are in the network H.E.L.P.
• Remember H.E.L.P. will not duplicate records.
• If you do not delete the old records it will
  appear that the import did not work.

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You have 2 options

• 1. Use Delete in Client Intake IF you are the
  ONLY teacher who writes and updates the students
  IEP. For example no other teachers or related
  service personnel (such as Speech Pathologist,
  OT, PT, social worker, teacher of the hearing
  impaired, etc.) update or complete portions of
  the IEP, you can delete the student and all the
  forms using Delete in Client Intake.
• Note When you import the students from your
  data source you will bring in the student and all
  his updated forms into the network.
• DO NOT USE THIS OPTION IF other personnel also
  edit and create forms for this student, you will
  delete their forms and work

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Option 2

• 2 Delete individual forms Use this option if
  other personnel edit and create forms for this
  student. Use this option also if you only update
  one form such as Goals and Objectives.
• Note At progress report time you usually only
  change information on the Goals and Objectives
  forms. You do not need to delete the student and
  all of his/her forms since they have not changed

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Deleting from Client Intake
Delete icon

• Use the Search Icon (binoculars)
• When the drop down opens, select the student to
  be deleted by clicking on the name
• Select the trash can (delete) icon. A pop-up
  window will appear

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Deleting from Client Intake
In the pop-up window you are given a choice.
Before deleting the student do you wish to Save
the student first? If you wish to Save the
student click Save. When you click Delete you
will see a meter at the bottom of this window
indicating that each of the forms for this
student are being deleted. After delete is
finished the word Deleted will appear in all
fields
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Deleting from Client Intake
If needed click on the Search icon (binoculars),
to search for another student to be deleted
When finished, click the closing door icon to
leave Client Intake and return to the main menu.
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How to Delete in Forms Menu

• In the FORMS MENU click on the name of the form
  to be deleted, such as Goals and Objectives
• Deleting a form within the FORMS MENU will delete
  only that form
• Remember Deleting a student within CLIENT
  INTAKE will delete the student and ALL the forms
  for that student.

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How to Delete in Forms Menu

• Find the record that you want to delete using the
  SEARCH ICON (binoculars) to locate the student by
  name
• Verify the record you want to delete is on the
  screen
• Click on the DELETE ICON (Trash Can)
• A message will appear giving you one more change
  to verify the delete. Click OK to delete, click
  cancel to undo the delete.
• Following the delete you will not longer see the
  record on the screen, H.E.L.P. takes you to the
  next record.

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Choose the Search (binoculars) to locate the
students record you wish to delete by selecting
the students name
You will see a list of students
Select the student by clicking on the students
name. Please note that a student can be listed
more than once. To help you to locate the
correct record you wish to delete please look at
the Name, Date, Goal number and Implementer
fields noted in the browse
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Verify the record by looking at it on the screen
If it is the correct record click the delete icon
(Trash Can)
A message asking you to verify you wish to delete
the record will appear. Click OK if you are
certain this is the record you with to delete.
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After you have deleted old records in the
Network H.E.L.P. you need to import the updated
records from your laptop.
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Connect USB device or place CD in school computer
that is connected to your school network H.E.L.P.
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How to IMPORT Data

• Open the H.E.L.P. program.
• From the Main Menu click on
• SYSTEM MAINTENANCE
• In the next menu the choices are
• System Maintenance, State Mandated Tables, and
  Customized Tablesclick on
• SYSTEM MAINTENANCE

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You will see System Maintenance Menu 2
Click on IMPORT DATA
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Import Students

• 1. Select the type of data you will import by
  clicking a bullet in the circle in front of the
  data Select Client Information and Client
  Forms
• Use the Browse button to the right of the
  Path/Name of Data Base

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Import Data
A H.E.L.P. Browser will appear Use the drop down
arrow in the Look in field to find the location
of the data from which you wish to import ie.
(C\) or Removable Disk (E\) Highlight the
location of the data on the area selected and
click OPEN At the next window find the file to
import, highlight it and click OPEN
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In this window find the folder you created
Double click on the folder you created
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Import Data
The correct path from which to import the data
will appear in the Path/Name of Data Base to
Import line Then click OK When finished you will
receive a message that the import is complete The
new data you imported should not be part of the
school network H.E.L.P.
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Check to see if data was Imported

• Go to Client Intake
• Student(s) who were imported from your data
  source can be found under the Search Icon
  (binoculars)
• If only importing changed forms, go to the
  form(s) that were changed in the Forms Menu and
  open the form. Use the Search Icon (binoculars)
  to locate the students form by clicking on the
  students name

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Facts about Import/Export

• You have created a copy of this students record
• The student data still remains in the location
  from which it was imported
• Export does not delete the student it just copies
  the data