Integrated Education Software
Frequently Asked Questions

Q. How do I know if I have a Group Format Error?

A. This process is required to determine if you have a Group Format Error (GFE)

To determine an error in File

Go To: System Functions  General  File Processing  Read Files

In the first screen type in the first line, enter the code for the system you are reading, for example; GL; ST etc (refer to list below for codes) and click OK on every screen

System Codes:

GL General Ledger Files
ST Student Files
TT Timetable Files
AB Absentee Files

FE Fee Files
FA Fixed Assets Files
DB Debtors Files
HS IEStay Files

BU Building Files
LI Library Files
TR PTE Training Files

Note: If the report says the files are clean this is not necessary correct, you need to check the numbers match.

The report will indicate the number of records selected and number read – it is suggested you print this report (if it is less than six pages) as if you contact IES they may ask you to fax the report to them.

If these numbers are different then you probably have a GFE on that specific file.

If it says the file is clean but zero records selected and read, if this happens for example, on the PTE_TRAINEES file, then there is most likely a GFE.

Note: There are a few files that you as an organisation do not use so will therefore have zero records entered, if you are unsure then contact IES Support.

The normal situation is that a number of records are SELECTed but zero records are read, this indicates header is corrupt or data file is corrupt. In both cases highlight the file name and continue with the instructions to fix the GFE.

If you are concerned with the report outcome, contact IES.

If the files are clean and the numbers match then further advice is needed and we suggest contacting IES Support.

 

Q. Should IES 'freeze' during use

A. In the event that this happens - bring up Task Manager by holding down the CTRL, ALT & DEL keys. Click on the Processes tab at the top of the screen, then click on NTVDM.EXE, this will close IES and you can then log in again.
NB Data you were currently working on may not have been saved.

 

Q. Unable to export to a .PDF File?

A. You need to install OIPI4.01.

1. Log out of IES
2. My Computer
3. Drive IES is held on
4. IES
5. Open the oipi401
6. Run the SETUP.EXE application
7. OK on first screen
8. Browse directory: Drive of IES\IES\Oinsight
9. OK to rest of screens
10. You should be able to export now.

 

Q. Before Contacting IES.....

A. Identify the problem:
* What is it?

* When did it happen?

* What procedure were you running?

* Log Off and try again - note each step.

* What, if any, error message do you see?

* If no error message, what happens?

* When was this process last run successfully?

* Has an upgrade been loaded - General or Special?

* Outside influences - new hardware, cabling, power cuts/surges, lightening?

* Have you been dealing with IES over other problems - there may be a connection.

 

Q. Installing units - PTEs

A. Step 1: Download the Units Upgrade

Log into the IES Website and download the latest PTE Units Upgrade onto your hard-drive

www.ies.co.nz -> Special Upgrades -> PTE NZQA Units

Step 2: Install the Units Upgrade

Log everyone out of IES and install this upgrade the same as a normal regular upgrade - this step may need to be done by the person who usually does the IES upgrades.

Don’t forget to log out of IES when finished. You can go back into netmode if you wish, but the next step does run faster if in devmode.

Step 3: Update Local Units

This process updates the unit details in the IES system

Log into IES and go to: Student System -> Processes -> Update Local Units -> OK -> OK to print to screen

Step 4: Update Unit Details

This process updates the unit details against the student enrolment records

Go to: File -> System Functions -> File Maintenance -> Training System -> Update Unit Details -> OK -> Select specific students or intakes, or leave blank and everyone in the system will be updated -> OK to print to screen.

All done

More Info>>

 

Q. How to Run Development Mode (devmode)

A. This step is to lock users from logging into IES, while you are upgrading the system, so it allows only one person to log in.

1. Log everyone out of IES.

2. Click on the Start  Run.

3. Type in (or Browse for) X:\ies\devmode.bat.



Note: If there is a sharing violation OR zero files copied then there is someone in IES and you will not be in development mode. Remove everyone (including yourself) from IES and try again. The black DOS box should have approx four files copied.

4. Close the box and continue onto step 3


How to Run Network Mode (netmode)
This step is to unlock the system so all the users can log back into IES, the one user who has processed the run development mode process needs to also log out of IES before running network mode.

1. Click on Start  Run.

2. Type in (or Browse for) ……?......:\ies\netmode.bat.




Note: If there is a sharing violation OR zero files copied then check that no-one has logged in just as you logged out. Then try again.

The DOS box should have the same number of files copied, from when you ran development mode.


The System is now updated and all users may log in.



 

Q. How to do Screen Shots

A. This process is used when IES requires Screen Dumps to be sent to them with an
Issue Notification Form

Step 1: Open a blank word document

Step 2: Take a screen dump

To take a screen dump - you need to tap the "Print Screen SysRq" button.

This process will take a copy all the information on your computer screen.

OR

You need to hold down the “Alt” key and tap the "Print Screen SysRq" button.

This process will take copy of only the top layer of information on your computer screen.


The first option copies everything from your computer screen and the second option only copies the lop layer of your computer screen

Step 3: Copying the screen dump onto the word document

To copy the screen dump onto the word document you need to have your flashing cursor on the word document, then hold down the 'Ctrl" button and tape the 'V" button. This process will paste the copied screen dump onto the word document

If you have more than one message, it is helpful if you take a screen dump, acknowledge the message by hitting the okay button, then taking a screen dump of that screen, and so on. Often, part of the cause of the problem is hiding behind the error message box, and if you send us all this information it can make diagnosing the problem much easier.

This is now ready to be emailed or faxed to IES

Note: Occasionally you may not be able to do a screen dump as your system may freeze. If this occurs, you can usually do the above process in DEV mode – the system will not usually freeze whilst in DEV mode.

 

Q. Export a report to Excel

A. If you wish to export a report to Excel, then follow the process below:

When you print any report in IES a default screen appears: “display on screen”
Go down the left hand side and select HTML. It then asks for the path and file name. This could be on your network drive or C drive or where ever you want to save it. ie: c:\file name.htm

Note that only 8 characters including spaces can be used.

OIPI professional must be selected from the system setup.

If not: Go into File – System Functions – General – System Setup and go to page 4 by selecting view and next page until you can see OIPI Professional.

Tick this OIPI Professional box.

When you print the report to screen the file is created. To retrieve the report file follow the path you created.



 

Q. Changing Class and Staff IDs

A. Form Class in the Student File:
Step 1: System Functions -> General -> Record Processing -> Replace one field with another
File: STUDENT
Field: CLASS
Old: (10BR)
New: (10SM)

Step 2: Class Lists -> Build Class Lists

Change Teacher in Form Class:
Step 1: Class Lists -> Class
Simply change the teacher in the class

Step 2: Class Lists -> Build Class Lists

Form Class in the Timetable System:
Student System -> Modules -> Timetable -> Global Changes -> Replace Staff – Rename Classes/Rooms

Change Teacher in Timetable System:
Step 1: Student System -> Modules -> Timetable -> Global Changes -> Replace Staff – Rename Classes/Rooms
Change the Teacher (using their abbrev code)

Step 2: Update Timetable Grid

Step 3: Update Students

 

ies support

IES can also access Clients’ IES software via Terminal Server. This is becoming a popular solution for our Clients, nationally and internationally, to provide fast assistance to problem solving. For the most up-to-date information about Terminal Server, refer to the Microsoft Website.

Terminal Server is also used by Clients for staff to log into the IES System, or other school systems, remotely.