Rider Education Program

1. Rider Education Program REP Database Familiarization Presentation REP Database Presentation

2. The Rider Education Program (REP) Database is a tool designed to assist and help the GWRRA Rider Educator, at all levels of the organization, manage and record the Member’s rider education accomplishments and achievements. It is intended to provide: • Tracking of personal accomplishments and individual achievements for the GWRRA REP Levels Program • Rapid access to REP Education and Training records • Individual certification program status REP Database Presentation

3. This seminar will cover the following topics associated with the REP Database: • Who’s information will be stored • Data entry control and permissions – who can access what • Database availability • Database login • Individual data record access • Group data access • Modifying an existing record • Creating a new record • Future enhancements • Questions & Answers REP Database Presentation

4. Who’s Information will be found on the Database? • Rider Education Program (REP) Database is designed to store records of GWRRA Members who participate in the REP Levels Program and/or the High Mileage program. • Enrollment in Levels Program is Free. • Enrollment in High Mileage costs $5.00 for Pin and Hanger. • Without enrollment, Rider Course, Seminar, PLP, or MFA history will not be recorded. REP Database Presentation

5. Data Entry Control and Permissions • Data integrity • Data integrity is vital to ensure that accurate data is collected, stored and maintained. • Why is this important? • This data is used to determine individual certifications based upon proven rider education accomplishments. • How will we minimize data corruption? • The ability to modify and manipulate the stored data will be controlled very closely. To do this a “Tiered Access” process has been implemented. REP Database Presentation

6. Data Entry Control and Permissions (continued) • “Tiered Access” • “Read-Only” data access will be given to all Chapter Educators so data stored in the database may be used to the maximum extent. REP forms N.7, 8, 9, or 10 will be sent to District Educator to add/delete/or modify a Member’s record. • “User” data access will be given to Educators at the District , Region and National levels. This will allow the Educator to add new entries and modify existing records with some minor restrictions. • “Administrator” access will be given to National Program Directors. This information includes every thing in the previous level plus editing of Seminar Presenter, Rider Course Instructor, PLP Facilitator, MFA Instructor and other certifications that must be earned through specialized training. • Database Availability • The REP Database will be available to any Educator who has access to the internet. REP Database Presentation

7. Database Login • Go to the “Educators Toolbox” located in the “REP Officer Section” of the GWRRA Rider Education Website. • Click on “Rider Education Database” link at the top of the list.. REP Database Presentation

8. Database Login (continued) • The database utilizes a login procedure to restrict access. Confidential personal information is maintained and as stewards of this data we must ensure that the individual’s confidentiality is respected and preserved. See Form N.3 MOU • URL: http://re.gwrra.org/ • Select | Administrator | User | Read Only | based on your access level. Database has been accessed over the internet Select the access level you have permission for. REP Database Presentation

9. Database Login (continued) • You will then enter the appropriate logon screen based on your access level. REP Database Presentation

10. Database Logon Enter “User Name” and “Password”, then press search to logon onto site. REP Database Presentation

11. Search: Individual Record • Individual data record access: • an individual’s data may be accessed several ways. • Membership number • Master Tour Rider number • Member’s Name • Affiliation (District, Chapter) REP Database Presentation

12. Search: Individual Record Membership Number entered with % Note: % is a wildcard. Using it on the end of a Membership number will automatically bring up all family members associated with that number. REP Database Presentation

13. Search: Individual Record Search by Level IV Master Tour Rider Number REP Database Presentation

14. Search: Individual Record • Search using Name. • Multiple combinations may be used: • First + Last Init • First Init + Last name • (With % sign – wildcard) REP Database Presentation

15. Result: Individual record Result Page showing the individual record that was found. REP Database Presentation

16. Group Data Access Searching for multiple records by the two different Group methods REP Database Presentation

17. Group Data Access Groups may be selected by District & Chapter Note: this search method will not return results for records that have blank Chapter fields. REP Database Presentation

18. Group Data Access Result Page showing multiple records that were found. REP Database Presentation

19. Group Data Access Or by District alone Note: this search method will return results for records that have blank Chapter fields. REP Database Presentation

20. Group Data Access Result Page showing multiple records that were found. REP Database Presentation

21. Selecting a Record to Modify/View To make a change to a record, select the modify icon. Record data will be selected and will populate the screen. Note: Chapter Level permission, “View” will be indicated instead of “Modify” REP Database Presentation

22. Modifying Individual Record • Most data may be changed if you have the correct permissions. Data that is reserved and may not be changed includes: • Membership Number • Trainer /Presenter certification information. REP Database Presentation

23. Saving Modified Record Once changes are made, scroll to the bottom and save. Note: this is a permanent change to the record data! REP Database Presentation

24. Closing the Edit Screen Once the data is saved, the record will return to the top of the page. The “Last Updated” field will now contain the “Today's Date”, which indicates that the save is successful. You can exit the record by clicking on the “X” to close the form. REP Database Presentation

25. Move the Data to Excel The program will return to the search starting point. From here you may search again, which will close the result screen, or download to a spreadsheet format. Note: you must have a spreadsheet program for this feature to work. REP Database Presentation

26. Automatic Export to Excel Spreadsheet • You can now customize the data through multi level sorting by: • Chapter • Membership Number • Requirement Expirations • Etc. • Data can then be printed for Chapter/District presentation. REP Database Presentation

27. Creating a New Record If you have data entry permission; selecting “Create a New Record” will launch the New Record Screen. REP Database Presentation

28. Creating a New Record The screen will appear with blank fields. Be sure to enter the Membership Number correctly. Format is 6 digits followed immediately by a -. (xxxxxx-) If a mistake is made, email the appropriate Assistant Director-Rider Education to get it corrected. REP Database Presentation

29. Saving New Record Once the new data is entered scroll to the bottom and save. Note: this is now a permanent record! REP Database Presentation

30. Closing the New Record Screen Once the new data is saved the record will return to the top of the page. The “Last Updated” field will now contain the “Today's Date”, which indicates that the save is successful. You can exit the record by clicking on the “X” to close the form. REP Database Presentation

31. Future Enhancements • We will be continuously evaluating the system based on feedback from users. The goal is to improve efficiency and ease of use. Features currently being reviewed are: • Batch update Seminar, Rider Course, MFA class rosters. • Linking an N.10 Level Update form directly to Database • Others? REP Database Presentation

32. REP Database Presentation