Transcript Using the Engineering Authorizations Database

Using the Engineering
Authorisations Database
• Opening the Database
• Adding personnel to the Database
• Copying and Pasting personnel in the database
• Printing for signature
• Moving personnel within the Database
• Removing personnel from the Database
• Point of Contact
• Other Material
Click a link to go to that subject
Based on an presentation created by AC C Perry DCAE Cosford Oct 09
MAA-Tech-Reg-JAPFLC1
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EXIT
Opening the Microsoft Access File
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To open the Engineering
Authorization Database (EAD)
double click on the icon shown
as image 1.

If using Microsoft Access 2003
or later image 2 will appear,
press “Open” to open the file
and access the home page
shown as image 3.
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Choosing the relevant database
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
To open your database you will
need a password. This will be
entered into the purple box on the
home page (highlighted red in
image 1).

After the password has been typed
click the drop down box
(highlighted red in image 2).
Select your Sqn from the drop
down list.
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Warning – Auto save in place
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As soon as you start changing data inside the table it will
automatically save. This means there is no need to save the
document manually, but you will have permanently changed
authorizations or personal data. When finished, close the program
using exit icon.
Note: Using the ‘X’ button on the top right of the program may
cause a loss of data.
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Opening the input table
1

Open the input table by either
selecting the “View or Create
Posts” button (highlighted red in
image 1) or choose a specific
individual by selecting them in
the drop down box “Name”
(highlighted orange in image 1).

Depending on the option
selected a new window will open
with either the first person on
the post list OR the individual
selected using the name drop
down box (shown in image 2).
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Navigating inside the database
1

Navigating inside the database is
done by using the navigation
function that comes with Microsoft
Access (Image 1).
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
Alternatively, it can be done by using
the light blue drop down menus at
the top left of the table input screen
(Image 2) this will show the names
of the personnel in the squadron
table.
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Adding new personnel to the
squadron

To add personnel select the “Add
Post” button at the bottom of the
page. A new blank input form will
appear.

Highlight and delete the existing
text in the Post Title box.

Input the following data - Post
Title, Grade/Appointment (Rank),
first name, surname, staff/service
number, and telephone extension.
Please note that Post Title and
Grade/Appointment (Rank)
must be completed first.

You are now ready to input
authorizations.
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Adding JAP Auths
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
To add a JAP authorization to
the individual selected use the
drop down box marked “Level”
(highlighted red in image 1). A
full list of authorizations will
appear (shown in image 2).

Select the authorization to be
awarded from the list, (use
scroll function to view full list,
if required). A new input box
will automatically be generated
once the selected authorization
has been awarded (shown in
image 3).
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Adding Local Auths
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Local authorizations are accessed via
selection of the Local Auths tab
(highlighted red in image 1). Once
selected the process for local
authorizations is identical to the JAP
authorization process.
Granted, Print, and Signed check
boxes
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
When an individuals
authorizations have been
granted, both the “Grtd?” and
“Print?” boxes (image 1) need
to be checked - this will enable
the authorization report to be
printed and signed. Once
signed, the “Sgd?” box must
be checked, this then indicates
that the authorization has been
granted, printed and signed for.
Removing an Authorization
1

To remove an authorization
first select the individual from
the input table “Name”, shown
previously.

Identify the authorization to be
removed and select the delete
button within the actual
authorization field (highlighted
red in image 1).

To remove all authorizations
(local or JAP) click the “Delete
all” buttons (JAP highlighted
red, Local highlighted Orange
in image 2 )
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Copying Authorizations
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If several personnel require the
same authorizations it is possible
to copy and then paste
authorizations from one person to
another.
Hint, it is quicker and easier to
copy across too many
authorizations and delete
irrelevant ones than to input them
all from the beginning.
To copy authorizations either
select an individual with the fullest
list of authorizations or add to an
existing list. Select the copy
button for either Local or JAP
authorizations, (highlighted red in
images 1 and 3).
After selecting either of these
buttons a popup (shown in image
2) will appear. Be aware, after
copying either Local or JAP
authorizations the table returns to
the original sheet.
Pasting Authorizations
1

To paste the copied
authorizations, either create a
new post, or add to an existing
post. Select the “paste copied
auths” tab (highlighted red in
image 1 or 2 dependent on
authorization type).

A final pop up window will
appear (shown in image 3).
Select OK to complete the
process.
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Print for signature – JAP Auths
1

To print JAP Authorizations,
which can be previewed first,
by selecting the preview JAP
Auths tab (highlighted red in
image 1) select the printer icon
button (highlighted orange in
image 1).

After selecting print a pop up
window will appear (image 2),
select “No” to print the JAP
authorizations that have been
selected.
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Print for signature – Local Auths
1

To print Local Authorizations,
which can be previewed first,
by selecting the preview Local
Auths tab (highlighted red in
image 1) select the printer icon
button (highlighted orange in
image 1).

After selecting print, a pop up
window will appear (Image 2),
select “Yes” to print the Local
authorizations that have been
selected.
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Moving personnel to a different
squadron
1

To move personnel from one squadron
to another, open the input table by
either selecting the “View or Create
Posts” button or choose a specific
individual by selecting them in the
drop down box “Name”.
2

Select the “Move Person” tab
(highlighted red in image 1). A pop up
window will appear requesting the
Service Number of the person to be
moved (image 2), input the Service
Number and select “Ok”.

Selecting “Cancel” will return you to
the beginning of the process.
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Moving personnel (continued)
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Pressing ‘OK’ directs you to a
new window displaying the
personnel's details (image 1).
You will then be prompted to
“Select New Squadron” from the
drop down menu (highlighted red
in image 1). Selecting “Move
Person” will reassign the
individual.
A pop-up window will appear
(image 2), select “OK” to confirm
the details are correct or “Cancel”
if not. A further pop up window
will appear (image 3). Press
“Yes” to continue the process or
“No” to halt the process and
return to the home page.
Moving personnel (continued)
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
A further pop up window will
appear (image 1). Selecting
“Yes” completes the move and
cannot be undone using the
undo command.

A final pop up window appears
(image 2) confirming that the
move has been completed and
that all authorizations are to
be reviewed and re-signed.
Removing personnel from the
squadron
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
To remove personnel from the
database, open the input table
by either selecting the “View
or Create Posts” button or
choose a specific individual by
selecting them in the drop
down box “Name”.

Select the “Delete Post” tab
(highlighted in red image 1).
This will remove all
authorizations given to that
person and delete all personal
data, you will then be returned
to the home page.
Other material for use

Another set of material that can be used are the flow charts:

Flow chart – Adding personnel to the database.

Flow chart – Copying and Pasting personnel in the database

Flow chart – Printing for signature
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Flow chart – Moving Personnel within the database
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Flow chart – Removing personnel from the database
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Point of Contact
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All EAD enquiries should at first be directed to the Ship/Stn/Unit EAD
Manager.
Further assistance can be sought from MAA Tech Reg ASPPIC1 at RAF
Wyton on Mil. 95371 8381 or BT 01480 52451 ext 8381.
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