FileMaker Pro

Create Progress Report Files

Step 1 ­ Extract Data from Mac School Database

1. Start Mac School Report Card Module
2. Under Reports, click Select Template

   Ask for Template (if the file Export Progess is listed, select it)

   Set for All Students, Teachers and Classes

   Click OK

3. Find & Select the Export Progress template (if this file is selected above, skip to 5)
4. Click Open
5. You should now see a list of teachers, classes and students on your screen
6. If list is correct, close the window and change the output destination to a file

   Click on the icon between the Reports and Help

   Select ASCII File

7. Repeat from Item 2
8. Save the file on your desktop as Progress Data.
9. Quit Mac School altogether

Step 2 ­ Prepair Data for use

1. Start Excel
2. Select Open from the File menu

   From your desktop, select Progress Data

3. In the Text Import Wizard dialog box, click Finish
4. Use the Fill Down method to add the Teacher and Class to the remainder of each section

   Each section is seperated by a blank line

   Do Not use the automatic drag method as numbers in names will increase by one

5. Delete all blank lines

   Select all records, including blanks

   Sort on column B first and column A second

   OR

   Highlight line by clicking on the number at the left edge

   Select Delete from the Edit menu

6. Save the results

   Leave the name Progress Data

   Leave the format Text

   Click Replace when asked the question

   Click Yes at the warning message

7. Quit Excel

   Do Not save when asked (you did, as a Text file)

Step 3 ­ Create the FMP Progress Report File

Call the MCVSD Tech group as this procedure is password protected

 

1. MAKE A COPY of the file Progress Report Template
2. Re-name it to y1-y2 school MP1 (y1-y2 = School Year, school = specific academy)
3. Open FMP file y1-y2 school MP1
4. Change the school name and school year if necessary
5. Import Students

   From the File menu select Import/Export select Import Records

   Select the file Progress Data

   Make sure the data lines up with the correct fields

   Cick Import

6. Quit FMP
7. Make three copies of y1-y2 school MP1
8. Change the names to reflect MP2, MP3 & MP4
9. Open each and change the Period in the upper left corner of each file to reflect file name.
10. The files are ready for use

 

Note:

If student changes are made during the year, the changes can be entered manually into the FMP file

OR

You can go through the above prcedure to create new files.

 

 

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