HCMS Tutorial
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HOSA Conference Management System Tutorial Health Occupations Students of America 6021 Morriss Road, Suite 111 Flower Mound, TX 75028 (972) 874-0062 Fax: (972) 874-0063 306 Crimmons Circle Cary, NC 27511 Phone and Fax: (919) 462-6362 ksmith@hosa.org ƒƒTABLE OF CONTENTS Introduction iii Chapter 1 - Setup 1 Chapter 2 - Data Entry 9 Chapter 3 – School Registration Summary Report 15 Chapter 4 - Reports, Name Badges, and Mail Merge 17 Chapter 5 - Event Management, Sectioning, and 22Tabulation Chapter 6 – NLC Registration 31 Appendix 33 Event Registration Codes Chapter Registration samples iiINTRODUCTION The HOSA Conference Management System was designed and developed in 1995 prior to the 1995 HOSA National Leadership Conference. Before the 1996 National Leadership Conference, HOSA began exporting the system to Windows 3.1 from DOS. This document covers the HOSA Conference Management System v2.0 for Windows 3.1. The current version for Windows is version 2.1.1. The following chapters will take you through sample conference data created for the Hollywood HOSA State Conference. The sample data used will limit this tutorial to the events described on the sample registration form. These events will provide a good example of what to expect for each of the different categories of data. The chapters will flow as follows: • Chapter 1 covers setup issues such ...
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HOSA Conference Management TutoriaS stem y l
Health Occupations Students of America 6021 Morriss Road, Suite 111 Flower Mound, TX 75028 (972) 874-0062 Fax: (972) 874-0063 306 Crimmons Circle Cary, NC 27511 Phone and Fax: (919) 462-6362 ksmith@hosa.org
TABLE OF CONTENTS
Introduction Chapter 1 - Setup Chapter 2 - Data Entry Chapter 3 School Registration Summary Report Chapter 4 - Reports, Name Badges, and Mail Merge Chapter 5 - Event Management, Sectioning, and Tabulation Chapter 6 NLC Registration Appendix Registration Codes Event Registration samples Chapter
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INTRODUCTIONThe HOSA Conference Management System was designed and developed in 1995 prior to the 1995 HOSA National Leadership Conference. Before the 1996 National Leadership Conference, HOSA began exporting the system to Windows 3.1 from DOS. This document covers the HOSA Conference Management System v2.0 for Windows 3.1. The current version for Windows is version 2.1.1. The following chapters will take you through sample conference data created for the Hollywood HOSA State Conference. The sample data used will limit this tutorial to the events described on the sample registration form. These events will provide a good example of what to expect for each of the different categories of data. The chapters will flow as follows: • 1 covers setup issues such as event configurations, entertainment Chapter packages, etc. • Chapter 2 explains data entry for a sample registration form and then presents examples of the sample data in a more compact format. •reports that are needed to prepare information for state 3 describes Chapter advisors. • 4 looks at reports that will be needed by the national office to prepare for Chapter the conference. •5 provides an in-depth example of sectioning. Chapter 5 also goes through Chapter the entire event process of printing reports, event cards, updating delegates, and tabulation. The primary purpose of this tutorial is to teach users how to manage delegate activities at a HOSA State Conference using this software. Consequently, some additional functions of the system such as exhibitor management, educational symposiums, and judges are not explained. Those functions will be added as the need exists. Chapter 6 has been added for states that use the HOSA Conference Management System for NLC registration. • 6 provides step-by-step instructions on entering NLC delegate data into the Chapter Conference Management System, and exporting that data for NLC registration.
The Conference Management Program is a valuable resource for State Advisors in State Conference Management and National Conference Registration.
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Chapter 1 - Setup This tutorial is designed to guide you through the process for setting up the HOSA Conference Management system for use in State Conference Management or NLC registration. Set up considerations vary, depending upon how you received the HOSA Conference Management System (either downloaded from the web or on a CD from the National HOSA Office) and how you are planning to use the program. Primary uses: Conference Management without tabulation State Conference Management with tabulation State National Leadership Conference Registration If you are using this program for State Conference Management, you must decide if you will use the software to tabulate multiple sections. If you are a larger state and believe you will want to use the computer to tabulate multiple sections, read the box below. If not, continue to the Installation section. To Tabulate or Not to Tabulate The software can be used to mathematically determine the winner in multiple sections for the following events: Job Seeking Skills (JS) Health Education (HE) Interviewing Skills (IS) Career Health Display (CD) Extemporaneous Speaking (ES) Biomedical Debate (BD) Prepared Speaking (PS) Parliamentary Procedure (PP) Researched Persuasive Speaking (RS) Creative Problem Solving (CS) Community Awareness Project (CA) Medical Reading (MR)You MUST have a minimum of 20 competitors (teams) to use the tabulations program. This is because the mathematical formula is not reliable when there are fewer than 10 competitors or teams per section. Note: Most states do NOT use the tabulations program. Installation The first thing you need to do is install the HOSA Conference Management System (HCMS) or make sure you are running the most current version of the software. If you already have the program installed, open the program, then select Help from the file menu on the top of the page, and then About the HOSA Conference Management System from the pull-down menu. The current version as of February 2004 is 2.1.1
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If the program is not installed, you have two options: 1. Download from the HOSA web site. 2. Install from a prepared CD from National HOSA. To download from the HOSA web site: 1. Go tohttp://www.hosa.org/advisor/hosacms.htmland click on Download. 2. Save the file to your desktop. 3. Go to your desktop and double-click on This should start the installation process.Hcms211.exe 4. Follow the on-screen instructions for installation. When in doubt, answer yes. To install from a CD from National HOSA: 1. Open My Computer 2. Double click on the CD icon to open the CD and its contents 3. Double click on the HOSAConf folder 4. Double click hcms211.exe and it will begin the install process What s the difference? The CD from National HOSA already has all the fields created for NLC registration. If you are using the HCMS for State Conference management, some of your fields will be different, depending on what events you offer, registration fees, etc. Note: If you have any challenges installing the program, call a member of the support team for help. Now that you have the program installed, you are ready to begin! OverviewIf you downloaded the program from the HOSA web site, the HOSA Conference Management System (HCMS) requires several items be configured prior to starting data entry. Those items are: OInvoice Information OConference Fees OEntertainment Packages OConference Date OEvents Obtain a copy of your State Conference Registration form and instructions, or a copy of the NLC Guide. You will need to refer to those documents when setting up the system.
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Just a reminder if you copied a CD from National HOSA the NLC files will already be set up for you. You will need to double-check that everything is in place by following the instructions below, but rather than add information you will be verifying that it is already there. For the purpose of this tutorial, you will be setting up state conference information for Hollywood HOSA. There are 5 schools, and you should obtain a copy of each schools registration forms, located in the appendix of this guide. The following sections describe each of these items and how to properly configure them. First Steps When you open the HCMS, you should note Seven (7) pull-down menus across the top of the page. SelectDataand view the pull-down menu.
Invoice InformationThe first thing you need to set up is the system.Data>System Setup.(Data>System Setupis telling you to select Data and then select system setup.) The screen will look something like this: System Settings Dialog
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For the purposes of this tutorial, exhibitors will not be addressed. Therefore, it is not necessary to enter any information in this location. Attendance FeesTheSystem Settingsdialog (under theDatamenu) collects information on several fees applicable to a HOSA conference. Look at the sample conference registration form to determine the fees for the conference. (Note: The software program allows you to use whatever fees are applicable at the state or national level.) • Enter the conference fees using the format in the example above. The software will use these fees to compute amounts due for each delegate attending the conference. Media SetupThe software provides a means of tracking what activities will require equipment from the hotel or conference site. Media can be tracked for events, educational symposiums, and exhibitors. This tutorial will not go into tracking media. Therefore, it is unnecessary to enter anything for media setup at this time. Data entry is fairly simple. Press Add within the Media Setup group to add a piece of equipment, select an item in the list and press update to change the description or price, and select an item in the list and press delete to remove an item. Be aware that deleting an item removes its links to any activity that has selected that item. Exercise caution when deleting anything from setup after data entry has started. Entertainment PackagesHOSA conferences often have entertainment packages available. If an entertainment package is available for a conference, it should be entered inSystem Settings. You can use this area to add conference activities and materials that might normally be charged for at a State Conference. For this exercise, you will be adding t-shirt orders. •Add, then enter LS for Large Shirt, enter 12.00 for Entertainment Packages, select Under the price and click OK. Continue this procedure for Medium Shirt (MS) and Extra Large Shirt (XL). Note:Use the correct format for money $12 should be 12.00. It is good to use short names for entertainment packages to keep state or school reports from spreading out laterally across a printed page. This will make more sense after you have printed some reports. For now, though, keep entertainment package names to two (2) characters. Conference DateThe conference date is not currently in use.
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Refunds This information is included if you need it for your state. In this tutorial, this function is not being utilized. If you want to try and use the refund function at your state conference, the instructions follow. However, for the purpose of this tutorial, skip to the Event Setup section. The HOSA Conference Management System will calculate delegate refunds for you automatically, if properly configured. Press the Refund Setup button on the System Settings box to begin setting up conference refunds. • Press OK to exit this screen and the program will automatically save your System Setup information. Event SetupNote the format of any dates used in the program is MM-DD-YYYY(for example, 03-17-2004). All dates entered into the HOSA Conference Management System MUST follow this format. Event Setup is handled through the Event Setup dialog underData>Event Setup following is. The an example event of the Event Setup dialog.
• SelectData>Event Setup
Event Setup Dialog
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This part of the program helps assign delegates to their events, distribute delegates evenly through sections, assign times for delegates in the events, and print the script page for the event. Table 1 describes the fields in the Event Setup dialog. We will only enter data inBOLDEDfields. Event Setup Fields Table 1 Field Name DescriptionEvent Name A descriptive name for the event. Event Code A two letter code for the event. A list of designated event codes can be found in the appendix. It is imperative that the event code entered in this field is the same as the event code found on the list. Fee A fee charged for the event. (If applicable.) Category The category of the event. The category needs to be correct, otherwise the invalid event registration report and script page printing will not work correctly. (The list of categories can also be found on the Event Code list in the appendix.) Team Event Determines if the event is a team or individual event. Pilot Event Determines if the event is a pilot event. Demo Event Determines if the event is a demo event. Students/Section Maximum number of students that can be in a section. This number is used for sectioning events. For team events, this is the number of teams for each section. (Use a 99 if unlimited.) Judges/Section Not in use Recorders/Section Not in use Timers/Section Not in use Moderators/Section Not in use Patients/Section Not in use Leaders/Section Not in use CC/Section Not in use Proctors/Section Not in use Time/Competitor Average amount of time in minutes per competitor in the event. For events that are tests, this should be 0 so that all competitors are scheduled at the same time. For skill events, it should be the actual time in minutes given for each competitor/team. Orientation Date Date of event orientation Orientation Time Time of event orientation Orientation The room in which orientation will take place. Location Script Text for On the script page, this is the text that will appear before the 10 event Before Finalists finalists are listed. Script Text for On the script page, this is the text that will appear before the winners but Before Winners after the 10 finalists. All of the screens in the HOSA Conference Management System use similar controls for movement through the database. Table 2 describes each of those controls.
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Database Controls Table 2 ControlFunctionComments|< Move to the first record in the The first record in the database can be database. different based on the last search of the database. < Move to the previous record in the The previous record depends on the database. current order of the data. ? Search the database. Changes the order of the data to whatever field you select to search by. > Move to the next record in the database. >| Move to the last record in the database. ADD Add a new record to the database. DEL Delete the current record from the database. The Event Setup dialog on the previous page is just one example. For each event, be sure to determine the following: • name and Code (use the designated event codes found in the appendix) Event • Correct categoryBE SURE to check all Category IV, CPR and EMT as team events. • and time of the event Date The answers to the next two items vary from event to event. • Students per section: If you are going to schedule different appointment times for different competitors or teams, you will want to write in the number of competitors per section. If all competitors come to the event at the same time (written tests, EHP, EW, etc.) than enter 99. our tutorial, we have 21 students registered for Prepared Speaking, so we In will schedule 10 in one section and 11 in another section. • Time/competitor: If this event starts with a test, or if all competitors have the same amount of time, enter 0. When the computer sections the events, those competitors will all have the same start time. Otherwise, use the Recommended Interval Table Event Setup for Tutorial Enter the following information for the events used in this tutorial: • the information in Table 3, enter the information in the required fields and click Add Using after each event. Once you have finished entering all events, click OK to save the information and close out of the Event Setup dialog. 7
Note: When you do this for your state conference, you should plan this information ahead of time. Event Setup Information for Tutorial Table 3 NameCodeCategory TeamStudents/ Time/ SectionCompetitorDental Spelling DS I No 99 0 CPR/First Aid CP II Yes 99 0 Sports Medicine SM II No 99 0 Prepared Speaking PS III No 10 8 Outstanding HOSA OM V No 15 12 Member
Recommended Interval Table Category II 15 minutesCPR/First Aid every EMT every 20 minutes All others varies by event Category III 10 minutes everyExtemporaneous Speaking Prepared Speaking every 8 minutes Speaking Skills every 8 minutes Interviewing Skills every 12 minutes Job Seeking Skills every 12 minutes Researched Persuasive Speaking every 10 minutes Category IVCommunity Awareness every 15 minutes Creative Problem Solving every 15 minutes (after prep time) Parliamentary Procedure every 15 minutes Biomedical Debate (Prelims) every 8 minutes Biomedical Debate 2 teams every 30 minutes Career Health Display every 10 minutes Medical Reading every 20 minutes Category V everyOutstanding HOSA Chapter 30 minutes Outstanding HOSA Member every 15 minutes We usually look at pre-registration numbers before determining section size in an event like PS. If we had 26 competitors, the section size would be 13, etc. This function is easy to manipulate as needed. The system should now be ready to start data entry. NOTE: If you are setting up the system for NLC Registration, you MUST set it up the same way as the National Office. Call Jeff (800-321-HOSA) or Kim (919 462-6362) if you have questions.
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