PFS Database

Note: Important information on the PFS and S-PFS (Spanish PFS) Databases- read this before installing either database.

The PFS Databases were created with Microsoft Access to assist PFS and S-PFS users with managing and reporting on their PFS data.  Although the databases were carefully tested and function well for most, some users experience technical difficulties that FRIENDS cannot address. For example, software conflicts have been identified that limit the functionality of the databases, especially when Office 2013 and Windows 10 are used together. At this time, FRIENDS is unable to adjust the databases, and because they work for the majority of users, FRIENDS continues to offer them on this website.

If you are considering using either database, please keep in mind:

  • This system will cease to be available for download from FRIENDS no later than September 30, 2020.
  • FRIENDS will not provide any support on the utilization of this system effective March 1, 2020.
  • They DO NOT work on a Macintosh or other Apple Products such as an iPad.
  • You must have Microsoft Access 2000 or later to use them. Most of the difficulties reported with the database come from users who are running Office 2010 and Office 2013; we are unable to resolve those conflicts at present.
  • The Databases may not be compatible with all software or operating systems on your computer. FRIENDS staff will not be able to assist you with incompatibility problems.
  • If you are using a network, please discuss the installation with your IT staff. Basic information on using networks may be found in the ReadMe documents that accompany the databases. Different networks have different requirements, and FRIENDS is unable to offer instructions for each possible network configuration.
  • The Databases function properly ONLY if the files are placed in your C drive in a folder named "PFSDatabase" if you are using the English version or "SPFSDatabase" if you are using the Spanish version.
  • Many problems can be avoided by following the instructions on the ReadMe documents. Please read this BEFORE downloading and using the database.

Many PFS users develop their own databases or spreadsheets to manage and analyze their data. That is an option for those who do not have or prefer not to use Access software or are using an Apple product.

Click to download:

Installation Instructions for PFS Database Version 3, New Users:

  1. Click on the PFS DataBase Version 3 zip file and download the file to your computer.
  2. Find the downloaded zip file and double click on it. The zip file will open to reveal a folder named PFSDatabase. Save the PFSDatabase folder to your C drive (do not change the name).
  3. When you open the folder you will see the following six files:

  4. You will enter data on the PFSDatabase3 file (highlighted above). This is the only database file in the folder you need to open and use.

Important

The file named PFSDataTables must always be kept in the PFSDatabase folder in your C drive. If you delete it or move it to another location the PFS Database will not function.

Refer to the ReadMe above for further instructions in installing and using the database.

Click to download:

Installation Instruction for PFS Database Version 3, Existing Users:

  1. If you have already been using the PFS Database and need to upgrade to the latest version (revised January 2016), please click on the PFS DataBase V3 Latest Issue zip file above and download the file to your computer.
  2. Find the downloaded zip file and double click on it. The file contains a single file named PFSDatabase3.

  3. Move the PFSDatabase3.mdb file to the existing PFSDatabase folder on your C drive. If your original PFSDataTables remains in the same folder, all previously entered data will now populate the new database once opened properly.
  4. Open the new database file, PFSDatabase3 and check to make sure it is populated with all your original data. (You can check this by clicking on View Data in the main menu). If the new database is missing data from the old database, please ensure that the existing PFSDataTables file is still present in your PFSDataBase folder on your C drive and that the new PFSDatabase3 is in the folder as well.
  5. Once the new version of the database is properly installed and all previous data is present you need to adjust the settings to ensure the latest version. Open the PFSDatabase3 file. From the main menu go to "Agency Information". Click on "Update % of hours completed" and next click on "Adjust tables for reports". You may now use the PFSDatabase3 file as your primary database and should delete the previously used database. (Ensure that you do not delete the PFSDataTables file).

Note:

Although the installation of this file will not cause you to lose data, as a safeguard you should always back up your existing data prior to making any changes to the PFSDataBase folder to avoid any possible data loss.

Click to download:

Installation Instructions for S-PFS Database All Users:

  1. Click on S-PFS Database zip file above and download the file to your computer.
  2. Find the downloaded zip file and double click on it. The zip file will open to reveal a folder named SPFSDatabase. Save the SPFSDatabase folder to your C drive (do not change the name).
  3. When you open the folder you will see the following six files:

  4. You will enter data on the SPFSDatabase2 file (highlighted above). This is the only database file in the folder you need to open and use.

IMPORTANT

The file named SPFSDataTables must always be kept in the SPFSDatabase folder in your C drive. If you delete it or move it to another location the SPFS Database will not function.

Refer to the ReadMe S-PFS Database for further instructions in installing and using the database.

PFS Database Video Tutorials

Please Note: While all videos are indicated for Version 2 of the Database, all content is still accurate and relevant for Version 3.

Upgrading to the PFS Database 2.0

Using the PFS Database 2.0 for Entering and Sharing Data

Creating Reports and Using Bonus Features of the PFS Database 2.0