STUDENT DATA BASE

• Click the Student file page tab. The sample records will
display. One record per row.

• Double click on the first student record (first row) to display it.

Short Demonstration
The Pyware Music Office System is a unique approach to office
data management programs. With Music Office System you
have instant access to all important data files. This is because
all data files are automatically loaded when the Music Office
System is running. To go from one data file to another is just a
click on a page tab appearing at the bottom of the Music Office
System main window. You can setup a variety of data base (file)
types. Music Office System comes complete with an assortment Student records can contain information such as notes,
of standard templates. You can even create your own templates. grades, attendance, uniforms and equipment checked out to
The standard file type templates provided are: Student File, the student, and fund raising. You can customize any other
Equipment Inventory, Uniform Inventory, Music Library, General fields to meet your needs such as phone numbers,
Ledger and Blank (untyped) addresses, parent information, student class, student age.
etc.
___________________________________________________
• Click the Notes Page tab. This is an entire page dedicated for
INSTALLATION INSTRUCTIONS typing notes such as progress reports, teacher/parent
meetings etc. Music Office can search for key words in the
[Link] Windows as usual. Notes Page.
[Link] Windows 3.1, from the File menu select Run.
On Win95, from the Start menu select Run.
[Link] Music Office Installation disk into disk drive. • Click the Grade Page tab. Up to 4 categories of grades with
[Link] A:Install if you inserted the disk into the A drive. up to 260 grades per category (1 grade for every weekday for
[Link] the screen prompts. 1 year). Up to 6 semesters and 4 grading periods per
semester. 2 exams per grading period. All categories, exams,
___________________________________________________ and even attendance grade can be weighted in any way.
STARTING THE PROGRAM Grades by semester and grading period are constantly
updated and shown on one page. Search, sort and display
• After installation is complete, double click on the Music Office lists of students by grade can be done with passing/failing
program icon to run the program. status.

Four sample data files will automatically load. Student, Music

Library, Instrument Inventory, and Uniforms. The tabs for each
of these files will be displayed at the bottom of the main
screen.

Music Office Data File Page Tabs

To move from one data base to another, just click on the File Grading periods and categories can be setup from the Setup
Tab at the bottom of the screen. All changes to the data bases menu.
are saved as you make them. When you are finished with
Music Office, just click <Exit> and you are done. There is no • Click the Attendance Page tab. The students Attendance
need to save each file as all changes have already been page will display on one screen for an entire year. Totals and
saved. Next time you run Music Office, all the files are opened Sub-Totals are calculated by semester and grading periods
again automatically. within semesters. A grade can be calculated based on
absences and tardies, excused and unexcused. The grade
The following instructions will take you through the four data can be figured into the students final grade. You can search,
files and an overall view of the Music Office program. sort and display lists of students by attendance status.
2 Music Office™ Short Demonstration
• Click Check Out and the equipment item will be checked out
to the student.
• Click <Show Equip. Info> in the students record and instantly
see the equipment record with tabs for each of the history of
checkout and repair information, also see equipment value
current and new.

• From the Equipment record, click <Show Student Info> and

return to the Student Record.

• Click the Fund Raising Page tab. You can setup up to 14

product items and keep track of items sold, taken and
delivered. The information that displays will contain Sales
Report, Account Summary and a list of Transactions.
• Click the
Uniform
Page tab.
The
students
uniform
information
with all of
the students
measureme
nts and the
uniform
numbers the student are shown here. • Click <Add>. Click on Pizza,
select< Received> and then
• Click Find Best Fit for an automatic search of uniforms not yet enter 10 of units. Click <OK>
assigned that can be checked out by the student.

• Click on Coat and click <Check Out> and a best fit will be
found. Other functions accessable from the students record
are Check Out or Check In uniform for quick uniform
assignment. There is also Check Out Selection function
found on the Special menu to automatically check out an
entire group of students at one time. You can also search
,sort, and display students for a list of students with their
assigned uniforms. • Click the Custom Page tab (General). On this page you can
setup text fields, number fields, money fields, check boxes
• Click the and radio buttons on 2 large panels located on the students
Equipment record. Search and sort any display ed list of these fields.
Page tab. A
list of all of • Click the <Check Mark> in the navigator buttons to save the
the student record.
equipment
the student
has
currently
checked ___________________________________________________
out will INSTRUMENT INVENTORY
display.
• Click on the
Instrument Page tab
• Click Check Out, and in the main screen to
type Inventory number display record list.
150 and click on
Search. Information • Double click on the
on the instrument and instrument record that
the student it is is on the first row of the
checked out to will list.
display.
 Music Office™ Short Demonstration 3
Keep general information about items such as storage • Click on the Uniform Page tab in the main screen to display
location, brand, model, condition and much more. Customize record list.
the record to contain any other type of information about an
equipment or instrument record. The record also contains • Double-click in the first uniform record in the list. This record
several pages of special information. contains uniform part type, part number and a description of
the part. The student who checked out the part will be listed.
• Click the Notes Page tab. On this page you can enter any
special notes needed for your equipment file. • To manually check the uniform part back into the Uniform
data file, click on the <Check In> button to the right. The
• Click the History Page tab. On this page a running history of uniform record will be updated with the check in. Likewise the
student check student record will also be updated in the student data base.
out, check in,
and
information
such as
repairs and
condition can
be entered.

• Click <Add> and enter date and activity. Click <OK>. This
entry will display in the hisory list.
___________________________________________________
• Click the Value Page tab. On this page information such as
MUSIC LIBRARY
purchase
price, date As with the other files, you can customize the record to contain
and any fields you want such as Difficulty Ratings, Location, Level,
estimated Last Performed, Arranger, Composer, Date. You can search or
life will be sort on any of these fields also.
entered.
Current • Click the Music Library Page tab to display records.
depreciated
value is • Double Click the first music record. This record will contain
automatically calculated. Value information can be displayed all or any information you may need for your music library.
in columns, spread sheet style.
• Click the General
• Click the <Check Mark> to save data. Page tab. This page
can used to enter
general information,
such as composer,
arranger, and the date.
___________________________________________________
INSTRUMENT INVENTORY

This file keeps information about uniform parts such as size, • Click the Notes Page tab. This entire page is dedicated to
condition, and who has checked out the item. You can have up notes, where you can enter points of interest or concern
to 12 different uniforms or uniform parts, each with up to 5 about a particular arrangement, results of last performance,
measurement descriptions. Measurement descriptions detail a tips about rehearsing, warnings about problem areas.
uniforms size such as waist, length for pants. Measurements • Click the Parts Page tab. This page contains a place to enter
can be in a variety of formats such as 34l, 34m, 34s for coats. number of pieces of each part, or you could indicate only
Any number with up to a 16th inch accuracy for items such as missing parts. The page shows a list of all possible
hats. Generic sizes such as XS, S, M, L, XL, XXL are also instruments for a score. Instrument sets can be created and
available. The uniform files can be linked to student files, so edited by you to create sets that meet your specific needs.
when student information is entered on a uniform record, the Parts can be listed in a spread sheet format showing any
uniform information is automatically updated on the students missing parts for a list of music at a glance.
record in the student file. The Music Office System is capable of
searching through the uniforms to find the best fit for a student.
You can even select a group of students or an entire band and
have the Music Office System automatically check out them all.
The Music Office System will first try to fit a student with an
exact matching uniform part. If there is no exact match then it
will begin to fudge the measurements by an amount that you
have chosen until either something is found or the maximum
fudge amount has been exceeded.
4 Music Office™ Short Demonstration
OTHER FEATURES

Changing Column in Display

The columns in a list display can be changed to display
most any field in a record. Many fields can be edited
directly from the list without having to bring up every record.
For example, if you wanted to update attendance
information for a list of students, you could set the columns
to include attendance, and then make changes directly
from the list in spreadsheet style. Any columns displayed
can be printed providing limitless possibilities. In this
example we will set up a list to include final grades for a
master list of grades that can be viewed and printed. • Click on the Show Record Selection(SEARCH
• Click on Student File Page tab. RECORDS) speed button.
• Select Change Columns from the List menu. • Click on Grade Averages field and then the Select
button.
• In the Comparer section select <less than>, and enter
the value number as 71. A search for grades less than 70
will be completed and displayed.

Printing Lists and Labels

Any records shown in a list can be printed. In the previous
sections, we changed and columns, sorted and searched to
create a list that displays names and grades of students that
have a grade below 70.
• Select Print from the File menu.
• For Header Line 1, enter “Failing Students”.
• Click Continue.
• Click the double left arrows, to clear previous selections. • In the Printer Setup window, click OK.
• Click on Name(Last), and the Right Arrow.
• Click on Grade Information and the Right Arrow. When Adding Fields to a Data Base
this field is selected, another selection window will All the data base record layouts have space provided for you
appear. to create fields that you may want to see in the records. There
• Click on Averages on the left. The selections will change is a variety of field types from which you can choose.
to semesters choices. Select the Fall semester. The • Standard text field...... for information such as addresses
Change Columns window will re-appear. Click <OK>. • Listed text field.....information that can be picked from a list
• The columns for the Fall Averages will display. • Number field....whole number values
• Real Number field.....numbers with decimal places
Sorting Records • Money field....numbers with this format: $0.00
Sorting a file can be done with all or a selected group of • Date field.....dates with this format 01/07/96
records, using the columns displayed in the file list. Once • Check box field....Yes/No field
sorted the list view can be printed in the sorted order.
• Using the Student data file, select the Sort Selection General Ledger
from the file List menu. The General Ledger file contains records for keeping track of
• Click the Name(Last) field and the Ascending order. budget, expenses, and income. Each record can be edited
• The list will be sorted by last name ascending in individually or the records can be displayed in a spread sheet
alphabetic order. format for quick entry, review and balance sheet style reports.
Quickly calculate budget, budget + income - expenses, budget
+ income, etc. Calculations can be made per month, for an
entire year, or between any two dates. With the General
Ledger Calculator, you can calculate a summary of accounts
or breakdown of each. This file is not included in the demo, but
can be created using New from the File Menu. Use the
template called “General Ledger”. A chart of accounts is
created from the function in the Setup Menu called “General
Ledger”.

tm

Music Office is a Pyware product of Pygraphics.

Search for a group of Records Pygraphics Sales

A specific group of records can be displayed on the screen 1-800-222-7536
by searching the file with a specific field column. Once Fax: 940-464-0573
displayed the group can be printed. In this example, we [Link]
want to list only the students who are failing.