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This page contains answers to common questions handled by our support staff, along with some tips and tricks that we have found useful and presented here as questions. Please send questions to: questions@cymations.comNote: In these answers we will follow a few shorthand conventions for describing user-interface procedures. Key combinations will be presented like this: Ctrl+Alt+Delete, which means that you should press and hold down the Control key, the Alt key, and the Delete key at the same time. Menu selections will be presented like this: File -> Open, which means that you should open the File menu, and then make the Open selection.
How do I make a shortcut on my desktop to start ALEX?Click Start -> Programs, right-click ALEX and then left-click Send To -> Desktop. This technique can also be used for any program or file listed in Windows Explorer.
Do I have to use all the features in ALEX?No. But, ALEX works best if you use all its features. ALEX is designed to be used just for Project Planning and/or tracking Allocations and/or Expenses and/or Fee Demo and other Collections. You can choose to track Employee Salaries as one lump sum expense or track individual employees by planned hours and hours worked per pay period. The more details entered into ALEX the more useful it will be. Your decision of what level of detail you need would depend on what official reports from GAO, NFC or FFIS that you must reconcile.
Who pays for ALEX?There is NO charge for ALEX until a key code is requested from Cymations Inc. ALEX allows 10 free trials before generating a user lock number that requires a key code. There is a unique key code for each user's lock number. If no key code is provided then ALEX locks down all data entry capabilities and becomes a Read Only application. There is NO charge for the Read Only installation. This can be used by any user that only needs to display and run reports. ALEX is designed to support individual users. The charge for ALEX is per user (key code) and is not based on how many databases are used or shared. The number of databases supported is unlimited. Each user will be invoiced for ALEX. A District, Supervisors Office or Regional Office may choose to be billed directly in order to control how many copies are being purchased. The Recreation department at the Southern Regional Office in Atlanta decided to assist their Ranger Districts, participating in the Fee Demo program, by purchasing ALEX for them. Each district orders a copy of ALEX. Each district is billed directly but they use a Regional Job Code to pay for each invoice.
Is there a link between ALEX and FFIS?FFIS is the official "Book of Records" for the USDA Forest Service accounting needs. ALEX compliments FFIS by providing more detailed data for a specific use, such as expenses per collection site. Currently, ALEX does not interface with FFIS. Data entered into FFIS must also be entered into ALEX. This "double-entry" provides a "check and balance" for data entry into both systems. Due to human error, data can be entered into one system correctly and not the other. If only one system is used then there can be no reconciling without consulting the original paper documents. "Cuff records" have been used in the past by most districts for reconciliation and to track specific needs. These "cuff records" have been kept on paper, in spreadsheets and databases. Just as you need a check register for a checking account, you need a register or "cuff record" for your FFIS accounts. ALEX provides one common control point for your "cuff records" so that you can reconcile with FFIS, as needed.
Where did the name ALEX come from?ALEX is derived from the first 2 letters of ALLOCATIONS and EXPENSES. The first version of ALEX simply tracked the appropriated funds as "Allocations" and the daily operating expenses as "Expenses." ALEX supports much more now, but the name stuck.
When are updates to ALEX released?Updates to ALEX are released as they are developed. In order to keep ALEX up to date with official direction from the Supervisor Offices, Regional Offices and the Washington Office, a new version of ALEX will be available for each fiscal year. In the past, these releases have incorporated major revisions. Minor revisions will be available throughout the year as suggestions from users are implemented. New reports are generally minor revisions. All updates are available from this web site. Beginning March 2001, ALEX checks this website for a new update every time a user closes ALEX. The user is asked if they would like to download the update. A "Why?" button is provided to list all the recent changes made to ALEX. Answering "Yes" will automatically download and install the update. Answering "No" will delay the update until the next time ALEX is closed.
If the Project Work Plan is changed does it have to be reposted?Yes, any corrections to the amounts planned or distributed requires that the Project be reposted. Posting generates allocation records that will show up on all Allocation reports. If you don't post or repost then the project work plan is just planning information with no available Allocations.You can print the Project Work Plan without posting it but the planned amounts won't show up in any Allocation reports. Once posted, the distribution amounts will be available as Allocations to be spent.
Do the Program (EBLI), Cost Org (Work Activity) and Budget Object codes in Job Code maintenance show up in any report?No, the Program (EBLI) code and other codes entered in Job Code maintenance are not used on any report. The codes are in the maintenance screen as "Default" values to help speed up data entry in other screens, such as Project Distributions and Collections. If the codes are incorrect in Job Code maintenance they will not appear on any report, but they will appear as default values in some screens. All reports are controlled by what is entered and/or corrected in Project Distributions, Collections, Allocations and Expenses.
What do I do when I get Error "3343 - Unrecognized database format" when I try to open one of my ALEX2.MDB databases?This problem usually is caused by a poor network connection which can leave a database in an incomplete state. If you open the ALEX2.MDB file with Microsoft Access, and not ALEX. Access will attempt to repair the database. To start Access, click on Start/Programs/Microsoft Access and then select the ALEX2.MDB file that is giving you trouble. If the database is reparable then Access will ask you if you want to repair the database. Choose "YES" and then after the repair is complete try to open it with ALEX. This should fix the problem.
What do I do when I get Error "3011-The Microsoft Jet database engine could not find the object 'MSysAccessStorage'" when I try to open one of my ALEX2.MDB database in Office XP?First start Access 2002 that comes with Office XP, and then open your ALEX2.MDB file that is giving you the error. It will open as a database view of tables. In the title bar of the window it should say: "...Database (Access 2000 file format)" Next, click on Tools menu -> Database Utilities -> Convert Database -> To Access 2002 File Format... This will request a new name for the database. Enter a new name that you will use for re-Connection and then click the Save button. A warning will be displayed about not being able to share your database with older versions of Access. Click the OK button. Now, start ALEX and go to Connection and search for your new ALEX2.MDB file. Click Open and you're done. Back to Top
Last Updated: August 21, 2004 |
