In this section, we will show you how to get right into the program and start adding people and case information to the database in just a few minutes. Have the program open and running as you read through this section so you can follow along.
We'll start by adding a new person. Click on the Maintain Menu at the top of the screen and select People, the first item on the menu. This displays the Maintain People window which allows you to view, change, add and delete people and information about specific people.
Click on the Add New button in the bottom left-hand corner of the Maintain People window. You'll see that all of the data fields have been cleared and the program is ready for you to start entering information about a new person.
Enter a First Name and press the tab key to advance to the last name field. Enter a Last Name. This is all of the information that is required for creating a new person record. Take a moment to look at the other fields and labels in this window. There is a great deal of additional information that can be entered about people or imported into the program from a different database system.
Click on the Update button at the bottom of the window. This saves the information on the new person you just entered to the program's database. Click on the OK button in the bottom right hand corner to close the Maintain People Window.
At this point, you will return to the program's main window. We're now ready to add a new case record for the person we just added. Click on the Add New button at the bottom of the program's main window. You'll see that this button works just the same as it does in the Maintain People window. The main window is cleared of other case information and ready to have you enter information on a brand-new case.
Start with the Name field in the top left corner of the window. Click on the down arrow icon at the end of the field to display the drop-down list and select the name of the new person you just entered. (Once you have a large number of people entered or imported, you can save time by pressing the first letter of the persons last name, using the up and down arrow keys or using the page up and page down keys.)
Take a moment to examine the other fields that appear in this window. You will notice that the date fields have a calendar icon following them. Clicking this icon displays a pop up calendar window that can be used as a shortcut for entering a date. Pay special attention to any field that appears as a drop-down list, such as "Category" or "Process Method." As you'll see further on in this documentation, these list fields are fully customizable and can display any list of options you wish to use.
In addition to Name, the Entry Date and Incident Date fields are both required fields. When new case is created, the program inserts the current system date into both of these date fields. We'll leave that set to today's date, but any of the date fields in the program can be easily changed by entering a new date from the keyboard or using the pop-up calendar that is displayed by clicking the calendar icon.
Click on the Update button to save the new case record to the programs database. We are now ready to add charges for the new case. Click on the Charges button in the top right area of the main window. This will display the Maintain Charges window.
You probably can guess by now what you need to do to add a new charge to the current case. Simply click on the Add New button as you have before in other windows. Select "Alcohol" as the first charge. You may do this either by pressing the letter A on your keyboard, pressing the down arrow or by using the mouse to click and display the drop-down list. Like all other drop-down lists, the list of charges can be fully customized. Click with the mouse to place a check mark in the Found Responsible field. This indicates that the person was found responsible for the alcohol charge in the current case.
Now click on the Add Another button at the bottom of the window. The information on the first charge is cleared and the program is ready to immediately receive information on the next charge. Select some charge other than Alcohol from the list and leave the Found Responsible checkbox empty this time. Click on the Update button to save the second charge and then click on the OK button to close the window.
The program will now return to the main window. You should see the two charges that you just entered in the list of charges immediately below the Charges button. If you marked only one of the two charges as "Found Responsible," then you should see that one is displayed in green and the other in red. The red color indicates charges for which the person was found responsible.
Now click on the Sanctions button that appears below the Charges List. The Maintain Sanctions window works just like the Maintain Charges window except that there are a few additional fields. Practice adding a few sanctions to this case, then click OK to close the window and return to the programs main screen. You should see the sanctions that you entered displayed in the main window now. Like the charges, sanctions are color-coded with completed sanctions showing in green, incomplete sanctions in yellow and incomplete sanctions that are overdue in red.
In the past few minutes you have added a new person, created a new case and associated charges and sanctions with it in the database. Refer to the JOT documentation for more detailed information about data fields, other program windows and how to generate reports to quickly get information about the cases in the database.