This document provides an overview and instructions for using an Access database to track insurance certificates. It describes: 1) The database was created to replace an Excel workbook for tracking supplier insurance coverage amounts and expiration dates. It allows inputting a single or alternate expiration date per supplier. 2) Users with the run-time version can only view existing records while full Access users can edit the database design. 3) Records can be searched, added, and edited. Shortcuts allow quickly entering coverage amounts in millions. Scanned certificates can be attached by copying to the clipboard. 4) Navigation buttons and the last input by field help manage the records. Troubleshooting tips address potential error messages.

1. VERSIOII 12 November 17,2OtDs
SOURCING & PROCUREME,NT
Insurance Certificate Thacking Database / cMS
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2. Overview - Background .. ..... .2.I
Access - Run-Time vs. Full Version ...3.1
Logging into system . ....3.2
Contents of database ...............3.3
Research I Edit ..'.4.I
Addingnewrecords... ....5.1
Data Input ...6.1
Alternate expiration dates. . . ..6.2
Other form features ..7 .l
Saving scanned copies of certificates .8.1
Troubleshooting guide ....9.1
Reports... ....10.1
Technical/Development.. ...11.1

3. Overview
Background:
Ttacking of Insurance Certificates was transidoned ftom an Excel Wotkbook ( See Figute 1.1) to an
Access database in November,2005. The Excel document was a listing of Supplien, with coverage
limits segtegated by type of covetage; Commercial Geneml, Auto, Worker's Comp, and so on.
The same layout was implemented in an Access Database, the only excepdon being the e>gimtion
date. In Access, onllr one expiration date is capnred, and a separate field is designated for the
uncommon scenado of a Supplier having different expiration dates fot different types of coverage.
Editing and new Certificate input will be take place primadly via the input sceen (F19.1.2 below )
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Figure 1. 1
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Figure 1.2

4. 3.{ Run-Time vs. Full Version:
Sourcing specialists and others who are only using database for informational
purposes should be onrun-time only. Currently, all specialists have Run-time
installed on their pc's. Those individuals who are primarily responsible for
administration of the database already have the full version of Microsoft Access.
Run-Time:
Limited to input/edit only from pre-designed forms; can also view canned
reports. No capability to go directly to source data (tables), or make any design
changes. Run-time version of application resides on each users local hard drive,
usually in their MyDocuments folder. These copies can be distributed via e-mail
as attachments - users should have an icon on their task bar that opens the
application with a click of a button.
Since sourcing specialists will be doing a minimal amount of rnput/ editing, their
versions of the application will be geared moretowards looki.g rp information.
Full Version:
Allows access to data tables both on network (Main Source), and on local front-
end application. Design changes, report creation and query building can be
accomplished with the full version of Access as well. Users with full versions
have a copy on their front-end where development takes place. As new reports,
queries and any updates are developed, copies are made as ar:r .mde file and
distributed as deemed necessary. See Section 10.1
3.2 Opening Database
Run-Time
ICON located on taskbar- bottom of scrcen
To open the access database, you merely click on the icon at the bottom of your screen. To exit
(close) the database, you merely click the Exit button on the form itself.
Full Version: Same as run-time - icon does not have blue "lock" on icon
3.3 Gontents of database
- As of initial inception Nov. 2005, contained both new input and data imported ftom Excel
wotkbook named InsuranceCerts.xls (See Frgue 3.1 below)
B C D E
VENDORS EXPIRATION
DATE
$ GENERAL
AGGREGATE
$ EACH
OCCURRENCE
LAST UPDATE
7t15t2005
qNGELUS WATERPROOFING & REFRIGERATION INC 7iln1li 2.000.00t 1 000 00t
Frgure 3.1

5. 4.1 Research / Edit existing record
Glick on binoculars
( Or use keyDoard shortcut gfRL + F )
Enter search parameters - System will eithet alert the user "No such
items found," or will show results of any successfirl "hits" - after you
have gone through all the "hits," a message will appeat "Microsoft
Access finished searching the records / The search item was not found."
Input new amounts based on changes ftom Vendor if necessary; press CTRL+1 for
1,000,000, CTRL+2 for 2 million, and so on.
MedicnlFxpenser ( I per
FireDamage.....
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o Enter just enough text to give the optimal chance of finding the desired record
of insurance coverage Typ-g "^tr't" for example, would produce too large of a
record set. Regarding the example above ( See figure 4.1 ) , qptng "American
Stage Tours T J C" would be too limiting - you would only find the record your
looking for if you gped it exacdy correct, character. for character.
fainrist
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2.000,000
50.000
5,000
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2,000,000
2.000.000
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Typing "amer" in this case would show
alf records containing the string "amer"
anywhere in theunderlying tables
Figure 4.1

6. 5.1 Add New Record
** IMPORTANT - Make sure vendor exists in system first **
. After clicking button, drop-down list will
^pper - select vendor with mouse,
and press enter - input expiration date, and other coverage amounts
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STEPS:
1,. Click button
2. Click on Vendor Name with mouse pointer / press enter
3. Scroll through form and enter amounts, alt. expiration date if any
4. Enter cornrnents
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Drop-down list -
select vendor
After selecting vendor using
mouse, press enter, and cursor
will move to input expiration date

7. 6.1 Data Input of New Record
Each
Each 0ccurence
AggregateDamage to
Hediral
Prod/torrrp BP5 Agq.
Worlier'r Conp -Enrplopr! Liability
o Sctoll through form qping in all coverage limits; as a shortcut to mputmg amounts m
millions, hold the CTRL button down and press "1" for one million, CTRL+2 for two
million. and so on.
'Prodl'C€Efip oPg Aqg.
o After q'p1ng1n cornments, click Save Recotd or simply press Enter
iltEwHrPur - srltuur
C+mrncrtiel General LiaDilif I Unrhrelle Ligbilitv
that date, as well as any comments pertaining to what type of coverage has the later
Comti*l Geatnl LiaDilifu
6.2 Alternate expiration dates
Most coverage limits from a single supplier have a single expiration date, but
there are rare ex@ptions. In the case of varyinq expiration dates, the earliest
expiration date should be entered as the primary expiration date. To inputthe
laterexpiration date, just click the "OTHER EXPIRATION" button, and input
Theseftelds will
only appear if
there is an
alternate exp.
Remember: In ainuolb a// cases, the earlier expiration date
should be the "primary" expiration date.

8. 7.1 Other form features
Undo Button
Located in "Action ButtonsD section on right side of form
- Undoes the previous action - similarto CTRL+Z; basically "unwinds" input.
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Vendor Input
Glicking this button merely takes to you vendor input form
- Before inputting remrd, you need to set up new vendor if one does not exist
VendorNurn "
VendorName.
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., Dalecreated:
Update Vendor List
Located at bottom right of form near'trash can" button for deteting record
This button simply refteshes the drop-down list of vendors that appears when the
"ADD RECORD" button is selected.
Naviqation Buftons
Hq+t | :trryt:fr
- Used to move to different records - dotted lines indicate that button has the 'focus,' and you
can press the entet key as well. Recotds ate shown in ordet of inpug so the "IAST" button
will display the most recent tecotd added. Should not click the "IAST" button if alteady on
the last recotd: likeurise should not click the "PREVIOUS" button if on the first record.
Last lnput By
Located below the navigation buftons
- Shours the Windows user name the individual who last touched the record, plus the date of last input
1 1/10/200s
Note: If a record does not have a scanned copy available, this field will not appear on the form.

9. 8.1 Scanned copies of certificates
NOTE: At the time this manual was nrilten, Disnryland Resorts was inreasingfu
receiuing scanned copies of Insurance Certficates - npies were being saued in Minosofi
Outlook under Public Folders. In order to saue to Access database, the scanned tW
needs to be copied to the clipboard and pasted into the fu,perlinkfeld.
1. Save copy of certificate to buffer (aka clipboard).
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3. To paste an updated image, just highlight the undedined file name,
and press the delete key before completing steps 1 and2 above.

10. 9.1 Troubleshooting
. The following message may appear when deleting records
The following message would appear if you were on the first record,
and clicked the "Previous" button
o Other error messages that may appear:
General tips:
> Sfith most error messages it's fine to click OK if that's an option. Most
are furly harmless - probably the worst thing that could happen ir goirg
into the code window - this would happen if you clicked "Debug"
when something doesn't look right - automatically resets everything.
= Glick END