AuxData

What is AuxData?

Who has access to AuxData?

Any member of the Coast Guard Auxiliary may access AuxData to view general information and reports.  Information Services Officers are the principal members authorized to input information into AuxData.

Where may I obtain detailed information about AuxData?

AuxData training manuals, references, news letters and tutorials may be accessed from the U. S. Coast Guard G-OCX, Chief Director Auxiliary website.  There are also links to an Overview Guide and AuxData Tutorial about midway down on the AuxData entrance screen.  Basic information for accessing AuxData is provided below.

What is the web address for entering AuxData?

The web address for entering AuxData is http://auxdata.uscg.gov

Are there time limitations or other restrictions on my password?

Yes, there are both use and time limitations:

• An account will be locked after three failed logon attempts.  The user may contact the SO-IS (Division Information Services Officer) to have his/her account unlocked.  However, when trying to access and you are unable to enter with two tries, exit the entire system then retry entry.  This will give you two more opportunities to enter.  As long as you do not try the 3rd time you will not be locked out.

• After 90 days of inactivity, the user account will be locked.  If there is no user activity for a total of 180 days, the user account will be dropped.

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How do I access AuxData for reports and other information?

System requirements:

• Operating system: Microsoft Windows 95 or higher
• Processor: Pentium II 266mhz or better
• System RAM: 64 MB or greater
• Browser: Microsoft Internet Explorer 5.0 or higher
• Internet Connection: 28.8 kbs
• Plug-in: Oracle JINITIATOR 1.3.1.13 * and/or Citrix Client**

Recommended plug-ins for home users

• Dial-up internet source (not DSL, SAT% or other high-speed internet access) - use CITRIX;

• Internet source is DSL, SAT or other high-speed internet access - use JINITIATOR 1.3.1.13 as your first choice, JAVA as a secondary alternative, CITRIX as an alternative and JINITIATOR 1.3.1.6 as a last alternative;

• Using a Coast Guard Data Network (CDGN) - JAVA first, CITRIX as a primary alternative and JINITIATOR 1.3.1.6 as a last alternative.

* What is JINITIATOR and from where may I download it?

The JINITIATOR 1.3.1.13 is a downloadable plug-in for a user’s browser that enables users to run the Oracle Developer Forms.  As shown in the Application Links image below, a link to the Jinitiator download webpage is provided just under the section used to enter AuxData.  The link to the Application Links webpage (and entrance page for AuxData) is http://auxdata.uscg.gov/   This application is easy to use and provides print options.

AuxData utilizes Oracle Forms which are compatible with Microsoft Internet Explorer.  It is available from the Oracle website and is a free downloadable plug-in.  You will need this plug-in if you want the print and e-mail options.  Select the CONNECT TO AUXPROD link that is under the System heading of Jinitiator 1.3.1.13 to enter AuxData (see Application Links image below).  When entering the site a Java Applet is loaded.  It may take a little time for the Java Applet to load when entering AuxData for the first time.  There is minimal delay in loading the Java Applet on subsequent entrances into AuxData.

**What is the Citrix Client and from where may download it?

The Citrix Client is used if you are interested only in the Browse option (printing is not available with this application).  Refer to the image below titled Application Links which indicates CITRIX users enter AuxData via the CONNECT TO AUXPROD link that is under the System titled Internet Users (Citrix) (3rd entry link from the left).  Citrix is a free download.  A link giving access to the Citrix download is also provided under the Application Links section (3rd series of links below the AUXPROD section.  

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AUXDATA Entrance Instructions

§         AuxData Application Link screen:

1.      Insert the following address in your Explorer browser: http://auxdata.uscg.gov (No Username or Password are needed at this point)

2.      This will bring up the Application Links screen shown above.  The above image is only a portion of the full screen.  First, you will see AUXDATA in large print, then scroll down the page to the Application Links section.

3.      If this is your first time entering AuxData, download and install the JInitiator 1.3.1.13 plug-in and/or Citrix client.  Refer to the JInitiator and Citrix plug-ins explanations above to determine which plug-in to install (both may be installed).  Return to the AuxData entrance screen after the plug-in is installed per step 1 above.

4.      Users who installed the JInitiator plug-in should select CONNECT TO AUXPROD link that is under the System heading of Jinitiator 1.3.1.13.  Users who installed Citrix should select the CONNECT TO AUXPROD link that is under the System titled Internet Users (Citrix).  If the you installed both plug-ins, select the link which will best server your need for the time of entry.

a.   When you enter for the first time using Oracle (JInitiator) be patient, as it loads a Java Applet which takes a long time.  Subsequent entries should go rather quickly.

 b.  Upon occasion you will receive a message indicating that the system is not available.  Usually clicking OK then Refreshing your screen or selecting the Back button to return to the AUXDATA entrance screen then again selecting the Database entrance link you originally selected will get you past this problem.  Sometimes you need to do this procedure 2 or three times.

5.      The Authorization to Access (Log on) screen shown below should load into your browser.  

• Authorization to Access (Log on) screen

  1. Your Username is your first initial and last name with no space in between i.e. John Doe would be jdoe

  2. Your Password:  When a new user is created, the user will be given a temporary password which will be obtained by the SO-IS.  The user will have one grace logon and will be prompted to change his/her password.  (When changing your password, the system will guide you on how to configure your password i.e. special characters, number of characters, etc.).

  3. Insert your Username and Password

  4. Click Logon

  5. If your Username and Password are accepted you will now be in AUXDATA.  The screen will look like the image below.  From here select the buttons for the type of information you want to see i.e. Reports, Training, Member Status, etc.

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Pop-up Blocker Problem when downloading an AuxData report

Pop-up blockers causing you a problem in downloading AuxData reports?  PDF & Excel report files will not download - appear to begin the download process then clicks back to the regular AuxData screen?  Chances are a pop-up blocker is affecting your download process even though you may have turned off the pop-up blocker in your browser.  The solution for most users is to hold down the Control key on the keyboard, click on the submit button for the report and continue holding the Control key down until the report appears.  Holding the Control key down bypasses the pop-up blocker.

Reports

A multitude of reports may be generated from the Reports screen (see image of the screen below) in AuxData.  The most frequently used reports are the Annual Member Letter (top of right column), Unit Summary Data (bottom of right column), Officer Directory (second button from the bottom in the center column), E-mail Directory (second from the bottom of the left column) and Member Roster (last selection in the left column).

An AUXDATA/AUXINFO Elected Officers PowerPoint is available from the T-Department Value Added Training page located at  http://www.auxtdept.org/Members.htm . The presentation is a simplified explanation of the AUXDATA/AUXINFO systems and the reports that can be generated.  The direct link to the presentation is  http://www.auxtdept.org/PDF/AUXDATA_AUXINFO_2007.ppt           

How can I create labels from the AuxData Member Roster?

Creating labels using the names and addresses contained in the AuxData Member Roster Parameters screen has been simplified.  Upon entering AuxData, select Reports (refer to the Reports screen image above) then Member Roster.  On the Member Roster Report Parameters screen (shown below) select the Unit for which you want to print labels which is the very first field on the upper left side of the report.  Then insert a check mark (click the box) in the box following the Mailing Labels which is located on the upper right side of the Member Roster Report Parameters screen (see image below).  When you place your cursor over the box a Screen Tip will appear which reads "You may only run the mailing Labels Report in .PDF format."   Click "Select" and the Adobe Acrobat (PDF) report will be generated.

Printing the labels:

• To print labels from the Adobe Acrobat (PDF) Label Report, insert a sheet of labels into your printer (labels used should contain 30 labels per sheet) then select Print.

 

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