When Take2 is installed a number of “system”
type files are copied to your hard disk. Other files which are copied to
your disk include the Take2 data files, the Take2 program files, a logo
file, this overview and the User Manual.
When Take2 is installed a folder called “Test”
is created in the Take2 folder.
Test contains files called TestData.mdb and
TestArchive.mdb. These files are a copy of the live data files.
You can use the File Location button on the Additional
Functionality view on the About System form to “point” at the test data
files, rather than the live data files. This means you can practise using Take2
with dummy data.
When you are pointing at the test data files the
word “TEST” appears on the Main Menu.
You can do mail merges from Take2 to Word
documents. See the section on standard letters to learn how.
Three Word documents are supplied with Take2 and
installed in the same place as the Take2 data files. These are standard
documents which you can copy and modify as you wish. They are called Standard
Letter.doc, Standard Invoice.doc, and Standard Envelope.doc.
The Take2 SQL Server Edition has additional
standard letters available.
After you have recorded Unit Standard outcomes you
are able to make an electronic return of the outcomes to NZQA.
Take2 validates the returned data in accordance
with NZQA’s requirements checking, for example, that you are supplying a
valid address for each student.
It is possible to include outcomes for which
your organisation is not accredited and functionality to reverse a NZQA
batch. Upon clicking the Extract the Lock NZQA Export Batch form will be
displayed and a reference and the name of the person processing the batch
can be entered.
Once the validation is complete you extract a
data file and upload it on the NZQA web site. A schedule and cover sheet
showing the fees payable are produced by Take2.
In addition to the labour market outcome return,
you can make two other types of return to TEC.
An individual trainee withdrawal return at the
time of withdrawal.
A Unit Standard result return, which can be
produced for a single trainee or for all trainees enrolled in a specific
Before making the Unit Standard return you must record the Unit
Persons who are added to the Take2 database can
be ordinary persons (added on the Persons form), prospects (added on the Persons
or Prospects forms), or they can be students (added on the Students form).
Caregivers are used in the pastoral care functionality.
You can make an ordinary person/prospect into a
student (and/or a tutor) by ticking the appropriate fields on the Persons
or Prospects forms.
Any person can belong to an organisation, and
you can add details of organisations on the Organisations form.
You can classify persons and organisations with
special codes. You set-up the codes on the Internal Lookups form.
Classifying is very useful because it enables
you to select particular groups of persons to report on, or to communicate with.
For example, you may assign a person type called
“Placement Provider” to persons in your database who provide work
placements to students. You could then do a mail merge to send a standard
letter to these persons, asking them if they are able to provide placements
in the second semester.
Take2 provides a standard interface to select
persons and prospects with whom you want to communicate. You can then use
various output options such as sticky labels or mail merge.
Bring-ups are reminders to follow up students or
other persons – for example a reminder that an assignment is due or a fee
outstanding. Marketing bring-ups relate exclusively to prospects and can be
used in the recruitment process.
Click Take2 Student Management System on the Main
Menu and the About System form is displayed.
This form tells you what version of the Take2
front and back-ends you have installed, and also the location of the Take2
data files. This information is useful if you need to contact the Take2 help
You can also open the Administration Module from
When Take2 is delivered to you the curriculum will
contain all Unit Standards for which you are then accredited.
As your accreditations change you can update the
curriculum by clicking on the NZQA Accreditations button on the Database
You can also load National Qualifications into Take2
as Awards in the curriculum.
Before you can import your accreditations and
qualifications, however, you must first obtain three special files from the
NZQA web site. The files are “Accreds.txt”, “Units.txt”, and
You may find that you are often running another
program whilst running Take2 – for example an accounting package.
By specifying the path for the other program in
a file called “Application.txt”, stored in the same directory as the Take2
front-end, you can run the program by simply clicking on the Application
button on the Take2 menu.
Generally providers have not specified exact
start and finish dates for course enrolments.Providers usually assigned the same dates as used for the
enrolment event – i.e. “generic” dates.
In version 8 specific offered course start and
finish dates can be used in the enrolment process.
This is at the request of the Ministry of
Education and TEC that generic course start and end dates only be used
where it is impractical to identify the relevant start and end dates for
each unit or course. The manual further outlines the options for specifying
start and finish dates.