RecipeManager©

System Maintenance Training Course

Special Request Training

Recipe Manager Training Presentation12/2010 Vydata Systems

Special Training Request

Agenda• Introduction

• Recipe Manager Explanation• The IT Person’s Role – Who is the “System Manager”?

• System Configuration• Periodic Update Checking

• Checking your Version of Recipe Manager• Checking for Updates at Vydata.com• When to apply Updates and How Often

• Applying System Updates• Downloading and Extracting

• Program Updates• Report Updates

• System Backup Plan• Exactly What and When to Backup• Using the new Built-in System Backup Feature in Recipe Manager

• Summary: a Case Study• Q & A

Introduction

From an IT Specialist’s perspective, RM is just another application to support. However, RM is an important “back of the house” tool for food inventory level and cost control along with nutrition analysis. Inventory and costing is the essential foundation of any business process. It is KEY that IT keep the “foundation” running for management to make key decisions (on purchases to replenish stock, identifying high cost items and why, ordering popular items more often, and so on). RM is a highly important information system to keep maintained and should be treated as such.

Product Web Site : www.recipemgr.com

What is Recipe Manager (RM)?

Introduction

• System Maintenance• Periodic Updates• Backup Plans• Picture/Document Attaching• Troubleshooting• Contacting Vydata Support

• Software Installs• System Configuration• Networking – Profit

Centers (Locations)• Interfacing to Other

Systems• Training Kitchen Staff

The IT Person’s Role – the “System Manager”

Vydata Support is here to help!

RM System ConfigurationAll system configuration settings are under

File-System Properties…System Properties

System Properties Include:• General Settings – Company

info and specific switches• File Locations – Where stuff is

located physically on network• Tree Setup – Showing which

areas on Main screen• Fractions – Configuration of

recipe ingredient viewing• COST Methods – Settings for

cost control

RM System ConfigurationThe most important tab for system

management…File Locations

Things to check here:• Data Path – Make sure this is the correct

path to database (RMD or MDB) file• Temp / User Path – Make sure this is a

UNIQUE folder to each user!• EPOS Program Path – This is where

EPOS is installed, make sure the EPOS.EXE is in this folder! Usually it is C:\Program Files\EPOS\

• Default Import / Export Paths – Make sure these are separate and unique areas! Remember anything placed in the Auto-Import path will be pulled into RM at start-up

RM System ConfigurationThe most important value for location controlProfit Center ID

Things to check here:• Make sure this is a unique value for EACH

LOCATION on the network• If you are sharing the SAME data at the

different locations, it may make more sense to use the SAME profit center along with the TRANSFERS system

• To set up profit centers, click the SELECT button here to…

• Add new profit centers• Delete profit centers• Assign a profit center to this client PC• Add/Remove departments or “areas”

within a profit center location

EPOS System ConfigurationAll system configuration settings are under Admin MenuAdministration

IT Areas of Interest:• System Settings – Company

info, specific switches, and file locations

• BACKUP / RESTORE – Where a batch file backup and restore process can be executed

• Run DB Maintenance JOB – Specific jobs to run on database when (or if) required

• User/Security Administration –Setting up user accounts and groups

• Manage Company Locations – Setting up specifics for each profit center

Periodic Update CheckingChecking the Version of RM

NOTE: We suggest using a separate folder for your program updates downloaded from the Vydata website (www.vydata.com). Your system (Recipe Mgr Program) folder should never have a file that is older than the files in your update folder. The newest /latest date/time of a file is your latest version. Right-clicking on the program file gives you version information.

2 places to check• Program DATE – examine the “Date Modified”• Program VERSION – examine the “Product Version”

Periodic Update CheckingChecking for Updates at Vydata.com

NOTE: From our website, you can access the Download Center – Updates to see the latest updates for both RM and EPOS.

Periodic Update CheckingVydata.com Updates Page

Access the updates page directly at www.vydata.com/updates.asp

Quick Links:• RM Program Updates

www.vydata.com/Downloads/RMUpdate.zip

• RM Reports Updates www.vydata.com/Downloads/ReportsUpdate.zip

• EPOS Updates www.vydata.com/Downloads/EPOSUpdate.zip

Periodic Update CheckingManaging Your Update FilesWe suggest that you keep a folder for your program updates; RecipeMgr.exe MenuWriter.exe etc…This is important for any issues that would cause you to have to reload your program.These updates will keep your system up to date with the latest version. This folder SHOULD also be backed up nightly in the event to access updates quickly

Every time you are sent a link or download an update you should drop the new files in this folder first and overwrite them (in the example below it is stored on the C drive, but it can be a central location where the System Manager ONLY can access for fast updating of clients)…

Periodic Update CheckingManaging Your Update Files

You will then paste them in each program folder of every CLIENT machine (where the system is loaded). Your server should also receive the update as well. NOTE: All clients should exit out of the system! There should be no Recipe Mgr programs running on any machines during this process.

Periodic Update CheckingManaging Your Update Files

It is best to keep this on a machine that only the System Manager has access to. It should be placed in a secured location, but not necessarily where all clients can access. Updates should be centrally managed by your IT Department.

Periodic Update CheckingManaging Your Update Files

We send out generally only two types of update links Program updates and Report updates.These are available for download or Vydata will send you the links regularly for Support Contract customers

Applying System Updates

Program updates should be first dropped into your update folder, as directed previously. Onceyou have selected the link we suggest that you select open to extract your files.

Applying System Updates

Select your files then select extract.

Applying System Updates

Then select your Program Update folder.

Applying System Updates

Then overwrite the old files by selecting Yes To All. There is no reason to ever keep previous versions, in fact we strongly advise not to. This would/can cause confusionand could cause error readings and loss of data if versions are mixed on the system.

Applying System Updates

You will follow the same procedure for your Report updates as well. However, we suggest keeping report updates in a Report update sub-folder within your update folder.

Applying System Updates

You will then update your CLIENT systems.Do this by copying this update into each programs folder (C:\Program Files\RecipeMgr\).If you are sharing different locations within the same path, copy the files into EACH client programs area.

Applying System Updates

You will want to overwrite these files as well.

Applying System Updates

Your Reports will be pasted/dropped into your DATA folder within your client programs (RecipeMgr) path.Remember that you want them in all machines on the system as well.

Applying System Updates

System Backup PlanExactly WHAT and WHEN to Backup

WHAT to Backup:• Update Folder – the updates folder mentioned previously that holds the latest

programs and updates. In the event of an emergency, you can always REINSTALL a client, then do a quick update from the updates folder to get back in business!

• Programs Folder – although you can always reinstall your programs from CD, the programs path has important system settings! Always back up this program (RecipeMgr and EPOS paths) as well.

• DATA Folders – finally, it is most important to backup your DATA path which should include all files and sub-folders within it outside of the TEMP folder.

WHEN to Backup:• It depends! If data entry occurs each day, then you should back up daily!

Otherwise once a week is usually ok.

System Backup PlanBackup Options

Both RM and EPOS have their own simple file backup options. However, this may not be enough! This does not include your update folders or any special files that you copy (import Excel files, etc.). You should implement your own backup plan either instead of or including the built-in system plan.

System Backup PlanBackup Options: RM Built-in File Backup

Recipe Manager’s backup system can be configured from the main TOOLS menu…

Automatic Data Backup Menu:• NO BACKUP – System does

no backup (Default)• Prompt for Backup – Every so

many uses, the system will prompt if you want to back up

• Backup Weekly – Automatic backup after each week of use

• Backup Monthly – Automatic backup after each month of use

System Backup PlanBackup Options: EPOS Built-in File Backup

EnterprisePOS’s backup system can be configured from the main ADMIN menu…

Administration Menu:• BACKUP – runs a

BACKUP.BAT file• RESTORE – runs a

RESTORE.BAT file

System Backup PlanBackup Options: EPOS Built-in File Backup

The EPOS backup system is NOT automatic. It must be user-initiated. It allows IT to design their own BACKUP.BAT and RESTORE.BAT file to allow the users to run periodically or schedule them in Windows. IT retains control, but the user’s must initiate.

In Summary : An IT Case StudyPiccadilly Restaurants, with corporate offices located in Louisiana, has 130 restaurants located throughout several southern states. Piccadilly IT keeps Recipe Manager client locations updated at all locations by “pushing” updates down using Microsoft SMS. The corporate office extracts updates for purchases/costing, inventory details, recipe specifics, nutrition, etc. and exports it into a file. IT then pushes this file into each RM client’s AUTO-IMPORT path through a scheduled process. The user at each location automatically has their system updated the next time they start up RM!

"Recipe Manager is a fantastic product. It has helped our business track detailed cost and nutrition information better than our previously used program. In addition it has greatly enhanced our ability to quickly distribute detailed recipe information to all of our restaurants!"

Patrick PrudhommeVice President - PurchasingPiccadilly Restaurants LLC

The system has helped Piccadilly…

• Provide a Nutrition Facts label on any food product on demand for restaurant customers.• Comply with FDA / USDA nutritional standards.• Provide a nutritional analysis page on their corporate web site for all popular food items.• Track costs and profit margins for all recipes by single portion or yield.• Quickly scale recipes up or down prior to food preparation.• Track a number of custom fields such as allergens that their old system would not allow.• Provide an automated way of recipe data distribution among all restaurants.• Centrally control recipe data from the corporate office.• Build custom reports with corporate standard layouts.• Build custom menus for specific days and specific shifts.• Track ingredient waste.• Interface with other business systems.• Automate unit conversions.

Case Study Continued…

Questions?

Contact us!225-272-6767 (Office)

225-275-1603 (Fax)

Corporate Web Site : www.vydata.com

Product Web Site : www.RecipeMgr.com