ODBC Overview

ODBC Defined...... 2 SQL Defined ...... 2 Transoft U/SQL ...... 2 Third Party Products ...... 3 ODBC Enable Reporting Products ...... 3 ODBC Enabled Spreadsheets ...... 3 ODBC Enabled Business Intelligence Products ...... 3 ODBC Enabled Development Tools ...... 4 ODBC Enable Word Processing and Internet Products ...... 4 Universal Data Dictionary ...... 4 Preparing Reports Using ODBC ...... 5 Questions to ask before extracting data for a report ...... 5 Connecting to the Data Source ...... 6 Getting started with an ODBC enabled product: ...... 7 Designing the Query/Report ...... 8 Distributing/Saving Reports...... 8 Types of Reports ...... 8

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ODBC Defined ODBC stands for Open Connectivity. ODBC is a standard programming interface which provides access to data in Microsoft Windows applications. It is now possible to access any data from any application, regardless of which database management system (DBMS) is handling the data. ODBC manages this by inserting a middle layer called a database DRIVER. The driver translates the application’s data queries (SQL requests) into commands that the DBMS (Minitrac) understands. ODBC was created by the SQL Access Group in 1992 and Microsoft was the first to provide ODBC compliant products. This standard is now used extensively by many Windows applications, including Microsoft Access and Excel. In order for ODBC to work properly, both the DBMS software and the Applications product must be ODBC compliant. Release 10 of Minitrac® made it ODBC compliant. The client software to run the product on individual PC’s was not installed. This process will have to be performed to install the client software on each PC. (See Chapter 2 for a detailed description of this process.) SQL Defined SQL stands for Structure Query Language. SQL is the data access language used by ODBC enabled products. Windows applications issue SQL requests and the DBMS (Minitrac) responds to them. SQL is used by all relational database products, such as Oracle, Informix, and Sybase. Using SQL allows users to gain relational access to non-relational data. The Minitrac database uses an ISAM (Indexed Sequential Access Method) as the means to accesss the data. Adding ODBC is the simplest and quickest way to provide RDBMS (Relational DataBase Management Systems) access and power to Minitrac users. Transoft U/SQL DIS Corporation chose the Transoft product to use with the Minitrac ODBC integration. Transfoft is a highly specialized software and consulting services company. The Transoft U/SQL product provides ODBC and SQL based access to the Minitrac database. The software application is a Multi-tier Client-Server Driver. In the Multiple-tier model of U/SQL Client-Server, the U/SQL ODBC driver resides on the client platform, which is connected via a LAN to the server platform, where the U/SQL Server and Data Source Driver reside. Your client platform will be a Windows PC and your server platform a Server machine. The SQL access is done on the server, with the data being returned over the network to the ODBC application running on the client. In this way, the power of the server is utilized to execute the SQL queries and reduces the network traffic. This enhances performance and obtains query results faster. The current license on Minitrac® for Transoft U/SQL software uses 32 bit architecture. This structure means that it only runs under 32 bit versions of the Third Party Products, including the Office 365 packages. A 64 bit Transoft License is available for purchase, and will run on Minitrac®, however this license is an upgrade and the cost is in the thousands of dollars depending on the number of users. Also, the license needs to be updated for all users, even if only a few use 64 bit architecture products.

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Third Party Products Once the server and client U/SQL products are install and running, any ODBC capable products on your PC should be able to access the Minitrac system data. Many kinds of products use ODBC to obtain and process data. For example, ODBC enabled products include: • Report Generating products • Spreadsheet products • Business Intelligence products • Development Tools • Internet Publishing/Word Processing products

**Important Notice** SUPPORT and TRAINING for all third party products is not provided by DIS Corporation or Minitrac Computer Systems. Please direct all questions and issues with utilizing these products to your vendor. Training can be obtained from your local supplier or by attending local schools or community colleges. Please review your documentation that came with these products to learn how to connect to an ODBC Data Source. It is simply not feasible for Minitrac employees to be come experts in every ODBC enable product on the market, as well as maintain their expertise in the Minitrac software itself. Questions regarding the use of third party packages, such as Microsoft Excel or Access must be made to Microsoft. The fee paid for ODBC support is to maintain the database and the data dictionary. ODBC Enable Reporting Products Reporting products take database information and make custom-made reports for management review. Reporting products include: • Crystal Reports “PRO Edition” (www.crystalreports.com) • Cognos Impromptu. (www.ibm.com/cognos/analytics) ODBC Enabled Spreadsheets Spreadsheets use cells organized in columns and rows to process data. Reports and graphs can be generated from data ODBC imported into a spreadsheet program. The most Common ODBC enabled spreadsheet programs is Microsoft Excel.

ODBC Enabled Business Intelligence Products Business Intelligence applications are designed to provide On-Line Analytical Processing (OLAP) of data and present this is a graphical form. OLAP enable products include: • Cognos Powerplay (IBM Corp)

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• Business Object—Business Objects, Inc. • Business Query (Excel Add-On)—Microsoft • Access—Microsoft

ODBC Enabled Development Tools Development tools actually create programs to interact with ODBC enable .

**Important Notice** Minitrac supports only “read-only” ODBC usage. Any attempt to change or modify information within the Minitrac database outside of using the Minitrac software automatically voids any support agreements and will put the user in violation of contract. Development tools that support ODBC usage are: • Visual Basic—Microsoft • Delphi—Borland

ODBC Enable Word Processing and Internet Products Word processing products often can be used to manipulate charts and data for presentations or reporting purposes. The database used can be from a spreadsheet, or with ODBC capabilities, directly from the Minitrac database. In addition, many Word Processing programs allow their documents to be saved as Web-ready HTML files. ODBC enabled Word Processing and Internet products include: • Microsoft Word—Microsoft • HTML files for Internet Explorer

Universal Data Dictionary The Transoft U/SQL Client-Server employs a two-level data dictionary technology, to provid a “relational view” of the Minitrac non-relational data. The Universal Data Dictionary (UDD) contains a set of system tables that provides a relational description of the Minitrac data. It also contains the Universal File Dictionary (UFD), which is a further set of tables that describes the physical structure of the files being accessed. Without a proper and updated UDD, the ODBC system will not work properly, if at all. The ODBC support fee covers the cost of DIS Corporation maintaining the Data Dictionary and keeping it current with any programming upgrades or changes.

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The Minitrac database name is “mini.udd”. The file is located on the Unix Server at the location /usr/usqls/bin/mini.udd. The Configuration file that maintains licensing and company information is located in your system at /usr/usqls/bin/usqlsd.ini. Generally, once these files are loaded and set up on your system, they should be left alone. Any updates will be sent on a disk and the older files will be over-written and updated automatically. The data dictionary terminology resembles that of spreadsheets rather than that normally reserved for file management. For example, files in the UDD are called “tables.” Fields within the “tables” are called “columns.” This terminology is maintained in Chapter 5, a detailed description of the Minitrac Data Dictionary.

Preparing Reports Using ODBC The most important part of generating a report or database inquiry using U/SQL is planning. Most of the time should be spent planning and thinking about the report before accessing and pulling data out of the Minitrac system. Designing and creating a report “on the fly” rarely gives acceptable results. Questions to ask before extracting data for a report • What specific, exact data is needed on this report? • Are there any reports now that are similar to this report? • How do you want this report filtered (e.g.: date, product code, customer, salesperson)? • How should the data be sorted? • What totals or sub-totals will you need on this report? • Does the data need to be grouped or summarized? • How often will this report be generated? • Does the report need an interactive dialog box for the user? • What kind of paper should it print on (e.g.: letter, legal, portrait)? • What type of printer will the report use? What font?

Once these questions are answered, the report should be designed on paper, with the information (and calculations) mapped on the planning sheet. The next step will then be to find out where the information needed is in the Minitrac ODBC database. The Minitrac data is stored in tables by company. In accessing the U/SQL product, Company 01 data (usually the live company) is stored as COMP01. The Demo Company data is stored as COMP04.1 Once the company database is selected, the individual tables (files) that make up the

1 In some cases, in addition to COMP01 and COMP04 there may be databases tagged as *COMP01 and *COMP04. These are identical to the database names without the preceding asterisk and work the same. The

ODBC Overview Page 6 of 9 database will be displayed. Once the table (file) is selected, the individual columns (fields) will be available to be selected for the report. Cross references or connections between databases usually are automatically generated by the accessing programs. The connects occur when different tables (files) have columns (fields) with the same name. DIS Corporation has made some effort to ensure that columns that should not be connected (or have dissimilar data) have different column names. In some cases, however, the connections will have to be either manually made or manually severed. The ODBC manual (chapter 5) gives every column for every table in the Minitrac data dictionary. A short description of the data contained in the column is also provided. Refer to this chapter when any question occurs regarding the content of a column. Connecting to the Data Source The System Administrator or the user can check the connection from the client PC to the server’s database. At the client PC, click on the “Start” button on the Windows Toolbar. Move the cursor to programs, then move the cursor to the USQL Client Folder. Then move the cursor to the USQL Administrator program. Click on the USQL Administrator program to start it running. The following window will appear:

Click on the appropriate database name (COMP01, usually) to activate it. Then Click on the “Test Connect” button at the right. If the connection is proper, the following dialogue box will appear:

Transoft U/SQL program sets up the database with both identifiers. Also, if you have more than one live company on the system, these will show up as well as COMP02, COMP03, etc.

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If the connection fails, it may be for at least one of the following reasons: • The User’s license was installed improperly or not at all. • The Server software was not installed or licensed properly. • The Server is down. Fix any of the above circumstances and try to test the connection again. If it still fails, contact Minitrac Customer Support Department for further help. Once the above connection is established, the user can access the Minitrac data through any ODBC enabled products on their PC. More detailed procedures to access the data through some of the more common ODBC enable applications will be discussed in Chapter 3, using ODBC Complient Software. Getting started with an ODBC enabled product: The exact method of connecting to the Minitrac® application data via ODBC will be slightly different for each ODBC enabled product. The user can connect to the Minitrac Data Dictionary using the following products. Procedures are as follows:

EXCEL - connection to Minitrac: (Note: Microsoft Query may have to be loaded on your PC with Excel before the ODBC will work.) Select DATA Select GET EXTERNAL DATA Select NEW DATABASE QUERY Select COMPANY-01 at "Choose Data Source" Minitrac `files' appear as tables to allow users to select from

CRYSTAL REPORTS - connection to Minitrac: Select Report Designer Select NEW From Report Gallery, select any report type At the DATA window, select SQL/ODBC If prompted for "Log on Server", Select COMPANY-01 At CHOOSE SQL TABLE, Minitrac `files' will appear as tables

CRYSTAL QUEARY EXPERT - connection to Minitrac Select SQL/ODBC

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If prompted for "Log on Server", Select COMPANY-01 At CHOOSE SQL TABLE, Minitrac `files' will appear as tables

MICROSOFT ACCESS – connection to Minitrac At File, select open. When the “look in” dialogue box appears, go to the “Files of Type” area. Change file type to “ODBC Databases” by selecting the down arrow and clicking to select. At the Select Data Source window, select COMP01, then click the “OK” button. The Minitrac “files” will appear as tables.

For all other ODBC compliant products, the user will have to refer to the program manuals. DIS Corporation Customer Support will not take calls on the specific usage of any of the above or other ODBC compliant applications. Minitrac Customer Support will help the user locate where specific kinds of data or information is located within the Minitrac file structure.

Designing the Query/Report The query is how the raw data is retrieved for a report. It may be best to query the data and view it before deciding if additional time and effort is needed to make it cosmetically attractive. Whether you decide to distribute data in a professional-looking report or just by a spreadsheet, do a query of the data to retrieve the information you need first. Distributing/Saving Reports Once the report or query is done, you may wish to save it. At times, you may have to refresh the data to get current data displayed and saved on your system. You can right-click on the report and chose “Create Shortcut.” You can then drag that shortcut on your desktop for easy access. You can also create macros within the program to automatically run the report, print it out, and close the report. With some advanced skill, you can also have the programs interactively ask questions before running the report. Types of Reports The number of reports that can be prepared are limited by the needs and imagination of the user. In some cases, another limitation may be the nature of the database; i.e., the information needed is not entered or stored any place within Minitrac. (For example, the comp code is entered when an invoice is added but is never stored in either the order entry database or in invoice history.) Some reports that are possible are: • Number of repairs for Equipment on Rent • Change or loss in Parts/Service/Rental business between years • Closed orders by month (number and dollar amounts) • Number of days to close orders from last posted labor date

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• Top Customers • Customer accounts within an area (Zip Code selections) • Billable Hours Worked vs. Total Hours Billed for a time period