How all of this stuff works...

To have a website it needs to be "hosted" somewhere out there in cyberspace.  A hosting company buys access to the internet as well as high speed computers on which it responds to requests.  A special language is required to address (make an inquiry to) a hosting computer.  This is "html" or hypertext mark up language.  The adaption that actually made the internet possible is the dividing of a page or message into packets.  Each page may be divided into thousands of these packets.  Each packet has part of the message with the address and other iformation for the the receiving computer imbedded into that part of the message. The packets don't all have to go the same route to the receiving computer.  If your correspondant is in Singapore, some of the packets may go through Europe, some through South America and others across the south pacific.  The packets ultimately arrive at the right place and are displayed on the receiving computer. 

Our web hosting company is:
CrystalTech Web Hosting, Inc.
1125 W. Pinnacle Peak Road, Suite 103
Phoenix, AZ 85027 USA

It is listed among the top 10 web hosting companies. We use a Windows based server and "Dreamweaver" for web authoring.   There are 2 LGF websites, one for general information with photos and an explanation of the program.  This site is for working with the data and collecting the records of the efforts that all of you have donated to the program.


This is a website in which data is recorded and servered up to the users.  Here we gather and display detailed information about the activities of LGF.  This is moderately difficult to get to work correctly.  We are always looking for helpful comments andothers that want to work on this you are always welcome.  

We do have to work within the rules of relational databases.  If these rules are used the results excellent.  Unfortunately there are limitations and incovenient features.   The Microsoft Access program itself is quite powerful and we upload and download this database regularly to manage our data.  The web program is primarily designed to be able to get data into the database.  We will be improving the reporting on the web as well.

The Lets-go-Fishing encounters are divided into RUNS and ACTIVITIES.  We get "credit" in the sense of financial supplementation for ever hour that we can document.  

Looking through the the website you'll notice that there are a number of tables other than the RUNS and ACTIVITIES tables.  Thus the rules of relational databases begin to encroach upon us from the outset.  There are several tables that feed into the main RUNS and ACTIVITIES tables.  These are:

    Human Resources
    Clients
    Lakes
    Chapters

When a RUN or ACTIVITY are added into the system, there are a group of pull-down menus reflecting information from each of these tables.  If the information is not seen in these pull-down menus it is not availavle to be placed into the database.  As inconvenient as this seems it does assure that when one of these pull-down selections is entered it always the same. The information is always spelled correctly and relatively easy to recall for reports.  This is very imortant when using the website information.  The downside is that if a person's name or a client's name is not on the pull-down choice you have to go back and enter them as an additional step before the RUN or ACTIVITY entry can be completed.  If this is not done correctly the software becomes unhappy andit can take some time to get it straightened out.  So a most useful piece of advice is to be sure that your contributing tables are up to date before starting to log the RUNS or the ACTIVITIES.

 

 

Tracking the Total Voluteeer Hours is critical to keeping this program alive.  It is also notable that we have a good handle on tracking RUNS; that is who went, who are the clients where and how long these outings lasted.

Unfortunately we are not that well off when it comes to handling our data related to ACTIVITIES.  One of the difficulties is that we haven't been able to track who was involved by individual names and hours spent.

As a result the calculation of Total Volunteer Hours is performed at the time of input.  Note that on the data input pages there are instructions and a formula for this calculation.

 

 

Why do we have to do all of this tracking of Total Volunteer Hours?

There needs to be proof that we are using state and supporters monies in a responsible manner. After all, this could all be some kind of rouse to wangle state monies for some neferious purpose.

What about all of these extra tables:  clients, lakes, human resources and chapters?

In order to get the database to behave properly, all the information must be in the support tables before an entry can be made with one of the pull-down entry widgets.   It's a fact of relational database design.  

Why do I get this database error when I try to enter a new record?

Each element of data has some requirements.  Generally there are notes near the entry field that list the limitations.  For example if you attempt to place an entry that is too long into a text field you will receive an error.  DATE fields are quite sensitive to having the correct format.  Dates are converted to numbers within the program and are then used for determining intervals in reports.  

Format entry errors can be subtle and the program is not able to tolerate any variance.  Entries that are too long are fairly common, for example trying to enter more than 70 characters in a 70 character limited slot. We recently experienced a situation in which one and one-half hours was to be placed into the "Duration" field. An entry of 1:30 could not be accepted where the actual number "1.5" in a slot that is expecting a real number was successful. Email and we troubleshoot. Thanks for your persistence to get this data entered!

Where can I get assistance when things do not seem to work correctly?

Roger Benson at the main office in Willmar is always an excellent source of information.  Periodically some changes are made within the programming and occasionally this can disrupt the process.  You can also contact me on the web at w_m_doyle@yahoo.com and we can get it corrected.  User feedback is the most useful tool for improvement here.