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CHURCH Program Manual
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Last Updated December 31, 1998

CHURCH Program Manual

CHURCH
RECORD
SYSTEM

Table of Contents

1. INTRODUCTION
2. INSTALLATION
3. BASIC INSTRUCTIONS
4. OPERATIONS
5. EXAMPLES
6. HINTS AND HELPS
7. TROUBLE SHOOTING
8. DATA BASE SCHEMA
APPENDIX A--ORGANIZATION WORKSHEET
1. INTRODUCTION
1.1 ORGANIZATION OF THIS DOCUMENT
2. INSTALLATION
2.1 SYSTEM CONFIGURATION
2.2 CHURCH SYSTEM INSTALLATION
2.3 SYSTEM SETUP AND CUSTOMIZATION
2.4 CHURCH DATA INITIALIZATION
2.4.1 Sunday School Organization.
2.4.2 Membership Data.
3. BASIC INSTRUCTIONS
3.1 COMPONENTS
3.2 GENERAL
3.2.1 HELP Keys.
3.2.2 Printer Dialog.
3.3 MENUS
3.4 FORMS
3.5 DATA ENTRY
4. OPERATIONS
4.1 BACKUP
4.2 RECOVERY
4.3 MEMBERSHIP OPERATIONS
4.3.1 Membership File.
4.3.2 Entering Member Data.
4.3.3 Changing Member Data.
4.3.3.1 Changing Specific Fields.
4.3.3.2 Changing FUN Numbers.
4.3.3.3 Changing Common Family Data.
4.3.4 Printing Reports.
4.3.4.1 Master Listing.
4.3.4.2 Directory Listing.
4.3.4.3 Mailing Labels.
4.3.5 Administrative Tasks.
4.4 ORGANIZATION OPERATIONS
4.5 SUNDAY SCHOOL OPERATIONS
4.5.1 Print Class Attendance Sheets.
4.5.2 Attendance Data Entry.
4.5.3 Record New Members and Visitors.
4.5.4 Print Attendance Counts.
4.5.5 Transfer Attendance Data to Master Record.
4.5.6 Print Class Membership Rosters.
4.5.7 Print Class Prospect Rosters.
4.5.8 Print Visitation Assignments.
4.5.9 Print Notes for Individual Classes.
4.6 ANNUAL SUNDAY SCHOOL PROMOTION
4.6.1 Set Up New Year's Organization.
4.6.2 Initialize SSPROMOTE.DBF Working File for New Class Assignments.
4.6.3 Make Manual Adjustments in Department and Class Assignments.
4.6.4 Print New Year's Class Rosters.
4.6.5 Transfer New Department and Class Information to Current Files.
4.7 PROSPECT DATA OPERATIONS
4.7.1 Enter Prospect Data.
4.7.2 Print Sunday School Class Prospect Lists.
4.7.3 Print Visitation Assignment Cards.
4.7.4 Enter Visitation Results.
4.7.5 Print Prospect Report Summaries.
4.7.6 Administrative Actions.
4.8 PEOPLE FILE OPERATIONS
4.8.1 Common PEOPLE file Selection.
4.8.2 Creating PEOPLE Files.
4.8.3 Browsing PEOPLE Files.
4.8.4 Sorting PEOPLE Files.
4.8.5 Printing Reports.
4.8.6 Printing Labels.
4.8.7 General PEOPLE File Administration.
4.9 OFFICE OPERATIONS
4.9.1 Mailing Lists.
4.9.2 Mail-Merge Operations.
4.10 NOMINATING COMMITTEE OPERATIONS
4.10.1 Nominating Committee Menu.
4.11 DEACON MINISTRY OPERATIONS
4.11.1 Deacon Reports.
4.11.1.1 Chairman of Deacons Master List.
4.11.1.2 Deacon Name and Status.
4.11.1.3 List Family Names.
4.11.1.4 Mini-Master Listing.
4.11.1.5 Number of Families per Deacon.
4.11.1.6 Audit Deacon File.
4.11.2 Family Assignments.
4.11.2.1 Geographic Assignments.
4.11.2.2 Sunday School Based Assignments.
4.12 DISCIPLESHIP TRAINING OPERATIONS
4.12.1 Technical Details.
4.13 CONTRIBUTION OPERATIONS
4.13.1 Weekly Posting.
4.13.1.1 Regular Contributions.
4.13.1.2 Special Contributions.
4.13.1.3 Auditing and Editing.
4.13.1.4 Designated Account Administration.
4.13.2 Quarterly Audits and Statements.
4.13.3 Assigning Envelopes.
4.13.3.1 Manual Operation.
4.13.3.2 Automatic Envelope Assignment.
4.13.4 File Schema.
4.13.5 Correcting Old Errors.
4.13.6 Reporting Capabilities.
5. EXAMPLES
5.1 PRINT GENERAL MAILING LIST
5.2 PRINT SS CLASS REPORTS
5.3 CHANGE SS CLASS ASSIGNMENT
5.4 PRINT CHURCH DIRECTORY
5.5 PRINT MAILING LABELS FOR SS CLASS MEMBERS AND PROSPECTS
5.5.1 Select all members of Sunday School Class to PEOPLE1.
5.5.2 Select all prospects for Sunday School Class to PEOPLE2.
5.5.3 Combine both PEOPLE1 and PEOPLE2 files into PEOPLE1.
5.5.4 Print mailing labels from PEOPLE1.
5.6 UPDATE NEWLY MARRIED COUPLE
5.7 PRINT LIST OF ALL SINGLE ADULTS
5.8 PRINT VISITATION ASSIGNMENTS
5.8.1 Individual Prospect Assignments.
5.8.2 Selected Prospects (PEOPLE File).
5.8.3 Selected Prospects (Menu Criteria).
5.8.4 Selected Prospects (Sunday School Visitation).
5.9 MAKE DEACON ASSIGNMENTS
5.10 PRINT REPORT BASED ON PERSONAL PROFILE ENTRY
5.11 PRINT BIRTHDAYS FOR CURRENT MONTH
5.12 PRINT 3X5 CARDS WITH CHRONIC SS ABSENTEES
5.13 ADD NEW SUNDAY SCHOOL DEPARTMENT
5.14 ENTER SUPPLEMENTARY MEMBER INFORMATION
6. HINTS AND HELPS
6.1 PRINTING OFF-LINE
6.2 SUNDAY SCHOOL OPERATIONS
7. TROUBLE SHOOTING
7.1 DOS
7.2 DOS FILE SYSTEM
7.3 FOXPRO WORKING FILES
7.4 INDEXING
7.5 FOXPRO
7.6 PRINTER PROBLEMS
7.7 AUDITS
7.7.1 Overall Audit Program.
7.7.2 Local Audits.
7.8 SYSTEM ADMINISTRATION
7.8.1 Backup Operations.
7.8.2 Customization.
7.8.3 Search Definition File.
7.8.4 Printer Options.
7.8.5 PEOPLE File Administration.
7.8.6 Run Custom Programs.
7.8.7 User Preferences.
7.8.8 Audit Visitation Files.
8. DATA BASE SCHEMA
8.1 MEMBERSHIP DATA BASE
8.1.1 Data Field Descriptions.
8.1.1.1 FUN-SUB Number.
8.1.1.2 HEAD OF HOUSE.
8.1.1.3 NAME.
8.1.1.4 ADDRESS.
8.1.1.5 TITLE.
8.1.1.6 PHONE and BPHONE.
8.1.1.7 ENVELOPE NUMBER.
8.1.1.8 SEX.
8.1.1.9 MARITAL STATUS.
8.1.1.10 CHURCH RELATIONSHIP.
8.1.1.11 SUNDAY SCHOOL RELATIONSHIP.
8.1.1.12 DATE JOINED.
8.1.1.13 DEPARTMENT and CLASS.
8.1.1.14 GRADE.
8.1.1.15 BIRTHDATE.
8.1.1.16 DEACON ASSIGNMENT.
8.1.1.17 MAP.
8.1.1.18 MAIL ROUTE.
8.1.1.19 PERSONAL PROFILE.
8.1.2 MEMVISIT.DBF: Member Visitation Records.
8.1.3 MEMSUPL1.DBF: Supplemental Member Records.
8.1.4 MEMSAVE.DBF: Member Record Change Log.
8.2 PROSPECT DATA BASE
8.2.1 PROSPECT.DBF: Prospect Records.
8.2.2 PROVISIT.DBF: Prospect Visitation Records.
8.3 OTHER DATA BASES FOR PEOPLE
8.3.1 GMAIL.DBF: General Mailing List.
8.3.1.1 Special GMMAIL Operations.
8.3.2 MEMFORMR.DBF: Former Members.
8.3.3 ARCHIVE.DBF: Archive File.
8.4 WORKER DATA BASE
8.5 CONTRIBUTION DATA BASE
8.6 DEACON DATA BASE
8.7 UTILITIES
   

1. INTRODUCTION

The Church Membership Database System is a set of programs and database files written in the FOXPRO dialect of the dBASE language for use on an IBM-compatible personal computer running the MS-DOS operating system. The programs are intended to be used to keep track of all data connected with members and prospects of the church and its organizations. The programs will support the following church program organizations and functions:

Church Membership Records

Sunday School Enrollment and Attendance

Prospect Visitation

Nominating Committee

Deacon Family Ministry

Mailing List Administration (labels, Rolodex cards, church directory, etc.)

Generalized Member Selection/Search and Reporting

Discipleship Training Enrollment and Attendance

Support of Interest/Talent Survey Information

Member Contributions

I have not tested or used the features listed in italics; however, all program capabilities are included in this release.

This system does not support word processing or other office automation tasks and does not deal with budget tracking or accounting issues.

The current system was originally developed by Dale Eiceman of First Baptist Church, Arnold, Missouri. It was obtained by Jersey Baptist Church through Les Hoffmann of Trinity Baptist Church, Cambridge, Ohio. Most of the original database schema, reports, and attendance tallying remain unchanged. Many of the data input mechanisms have been modified by the current author.

This program is furnished at no charge and with no commitments for support or accuracy. It is in current use in the Sunday School program of Jersey Baptist Church, with an enrollment of about 1000 and a triple Sunday School organization. I would appreciate any suggestions for improvement or enhancements to the programs themselves or this documentation, as well as notification of problems and bugs encountered in either the programs or documentation. While time considerations prevent any commitment for support, I urge that any improvements and suggestions be shared with all users of this package. Of course, I can assume no responsibility for damages resulting from loss of information or erroneous information produced by this program.

The FOXPRO run-time environment is provided under license from Microsoft, Inc. Under the terms of that license, you may make additional copies of the FOXPRO files for use within your church, but you may not give copies to other organizations or individuals (only I can do that as the licensed developer). This restriction pertains to the following files only:

FOXR.EXE
FOXPRO.ESO
FOXPRO.ESL
FOXPROX.ESL

If you wish to purchase a FOXPRO development license from Microsoft, I will be glad to send you current copies of the actual source files (.PRG files) for this system. With the development license and the FOXPRO development environment it provides, you will be able to modify and customize the CHURCH program to more closely meet your local needs. Programming experience in the dBASE environment is required should you wish to do this.

Address all correspondence to:

Thomas J. Cook
477 Uxbridge Avenue
Gahanna, Ohio 43230
614-855-2175 (H)
614-860-4409 (W)
URL: http://ourworld.compuserve.com/homepages/tjcook

 

1.1 ORGANIZATION OF THIS DOCUMENT

INTRODUCTION

INSTALLATION: How to get started

BASIC INSTRUCTIONS: How to use menus and screens; editing keys

OPERATIONS: How to actually use the system for day-to-day activities

EXAMPLES: Details of typical useful operations. Find one close to what you want to do and modify it.

TROUBLE SHOOTING: What if something goes wrong?

DATA BASE SCHEMA: Reference for details of system file contents

 

2. INSTALLATION

This section will get you started in setting up the Church System. The steps consist of:

  1. SYSTEM CONFIGURATION- Changes to your DOS environment to support FOXPRO operation

  2. CHURCH SYSTEM INSTALLATION- Installation of FOXPRO run-time environment, Church application file, and database files in C:\CHURCH

  3. SYSTEM SETUP AND CUSTOMIZATION- Initial setup of Church program using the Index and System Administration Menus.

  4. CHURCH DATA INITIALIZATION- Initialization of Sunday School organization file (CHWORKER.DBF) and Church Membership file (MEMSHIP.DBF).

 

2.1 SYSTEM CONFIGURATION

You should edit the file CONFIG.SYS in the root directory of your hard disk (normally C:\CONFIG.SYS) to include the lines:

BUFFERS=24
FILES=24
(These numbers may be larger if required by some other program on your system, but should not be smaller). A copy of CONFIG.SYS with only these lines is included in the program distribution. You should check whether your current copy of CONFIG.SYS has additional information which you need to retain; otherwise copy the new version into the root directory, where the MS-DOS system can find it, as follows:

COPY \CHURCH\CONFIG.SYS C:\

After you change this file, you must reboot your computer for the changes to take effect. (Note that you may not need this many buffers if you are running some disk cache utilities; consult your local computer administrator before you change CONFIG.SYS.)

 

2.2 CHURCH SYSTEM INSTALLATION

You should receive a set of diskettes containing the FOXPRO run-time environment, the CHURCH application, and the required database and label format files. These will be installed in the directory C:\CHURCH (or other disk partition if you so direct).

To install the files, load the first diskette into the floppy drive. We assume you are installing from floppy drive A: onto hard disk C:. In this case, enter:

CD \ A:INSTALL A: C:

Follow the instructions, loading additional diskettes when requested to do so. The appropriate files will be copied onto your hard disk.

 

2.3 SYSTEM SETUP AND CUSTOMIZATION

To start the program, you should enter

CHURCH

in the either the \ or \CHURCH directory.

On initial entry, you will be asked to set the program's idea of the date (not equivalent to the DOS system date). Enter the date in the format

12/25/90

When the CHURCH Main Menu is seen, enter I to bring up the index screen, then Z to initialize all the index files.

After indexing, enter A on the Main Menu to bring up the System Administration Menu (see the section on System Administration later in this manual for more details). From this menu, you should run the following options to initialize the system:

  1. C - Customization: Enter church name, initials, address, and telephone number as you wish them to appear on reports. For now, use all capital letters to set up your entries (depress the <caps lock> key on your keyboard).

    Enter Y, confirm with Y to install your modifications.

  2. You will next be allowed to modify various utility database files from this screen. You may wish to enter the common city names and ZIP codes for your area at this time. In addition, you may wish to modify the rating and source files for prospects to match your church's practice. The city/ZIP codes are used to speed up entry of member and prospect addresses; the rating and source keys are used in entering prospects to help identify the nature and source of the prospect. The Personal Profile keys file may be modified later as you add custom keys to this field

    To modify these files, select the one you wish to modify. The next screen will print a summary of the editing keys used in browsing before entering the BROWSE mode.

  3. U - User Options: These should be left as delivered for now.

  4. P - Printer Options. Select a printer class as close as possible to your printer. If your printer can emulate one of those listed, you may wish to set it up to do so.

    Currently supported printers include:

    NEC
    IDS PRISM
    EPSON FX-286
    STAR SD-15
    IBM Prowriter
    IBM Graphics
    EPSON LQ series (tested on LQ 570)
    Hewlett Packard Laser Printer

If in doubt, I suggest you try the EPSON FX-286 printer driver; many available printers will emulate either the EPSON or the IBM protocols. Check your printer manual for available emulation modes and how to use them.

If all else fails, you will have to modify the files PRINTOPT.PRG and PRINTSEL.PRG to accommodate your printer. This requires a FOXPRO development license, some knowledge of dBASE programming, and detailed documentation of the printer codes used by your printer. You may use one of the existing printers as a model for adding a printer class (or change it to handle your printer codes).

 

2.4 CHURCH DATA INITIALIZATION

To begin using the CHURCH program for Sunday School records, two database files must be initially set up. The file MEMSHIP.DBF contains the demographic information on each person associated with your church or Sunday School, including workers, members, and some prospects (typically those associated with a family member who is already a church or Sunday School member). The file CHWORKER.DBF defines the class and department organization of your Sunday School, with a record for each officer and worker.  

2.4.1 Sunday School Organization.

The first thing you should do is determine your Sunday School organization for the year (see Sunday School Plan Book for the current year, BREAKTHROUGH Sunday School Work, etc., for organizational helps). The important thing for now is to identify a four-letter department key and a three-letter class key for each teaching unit in your Sunday School. Later you may enter each worker, including general officers, division directors, department directors, teachers, and outreach leaders, for each organizational unit. A worksheet to help you in setting up this information is attached as Appendix A.

This file is fairly complex, but you do not have to enter every field at this point. Use the work sheet, together with a list of your desired organization, to identify each field.

IMPORTANT: read this section carefully, and study the example worker file from Jersey Baptist Church included as Appendix B. Errors in this file are easy to make and will produce very strange results. Check this file carefully if you have problems with your attendance roster printouts.

If you have problems with this file, you may send me a copy on a floppy disk, and I will try to check it out as time permits. A paper copy of your organization would also be helpful in case of difficulty.

  1. Each Sunday School unit must have the ORGANIZATION field set to S (for Sunday School). Other letters may be used for other organizations.

  2. Choose a four-letter key for each department in your school. The first letter must correspond to the age division. To allow future automation of class assignments, I suggest the following choices for the other letters:

    	A	B	C	3
    	^	^	^	^
    	|	|	|	|
    	|	|	|	--- Department Number
    	|	|	--------- Sex Grouping (C:coed; M:men; L:ladies;
    	|	|		    S:singles)
    	|	-------------- Sunday School Hour (A:first; B:second)
    	-------------------- Age Group
    				    (A:adult; Y:youth; C:children; P:preschool
    				    G:general officers; S:special)
    
    	Examples:
    		ABC3 PXA - Adult Coed 3, 9:45
    		AAM1 PMA - Adult Men 1,  8:30
    		CB12 PXA - Children Grades 1-2, 9:45
    		YCB1 PMA - Youth Boys 1, 11:00
    		YA78 PXA - Youth 7-8 Grade, 8:30
    		PBCB PXA - Preschool Bed Babies Department
    		GENL     - General Officers
    		SPAS PXA - (Special) Pastor's Class
    

  3. Choose a three-letter key for each class within a department. For simplicity, I suggest that you simply identify each class as PXA to begin with. This will work for any organization that represents each class as its own department.

    The first letter must be P (for Pupil). The second letter typically designates the sex grading of the class:

            X - miXed
            M - Male
            F - Female
    The third letter designates the class within the department; the first class is A, the second is B, etc.

    The most common class designation will be PXA. This will be used for all non-sex-graded preschool and children's departments and for adult and youth coed classes. It will work for any class which is represented in the database as a single department.

  4. Enter a department description (which will be printed on enrollment and attendance rosters). See examples.

  5. Designate a department number (serial number) for each department. These numbers should begin with 0 for the general officers. The order of the numbers determines the order in which attendance rosters are printed, as well as various other orderings of displays and reports. It is best to skip numbers between departments to allow for insertion of new units created during the year.

  6. Designate a ``sub'' number for each department. IMPORTANT: The first entry for each department must be designated sub-number 22 for proper operation. The department director (or teacher if there is no director) is associated with the sub-number 22 entry. Additional sub-numbers will be used for other workers within the department, such as teachers, outreach leaders, activities leaders, etc. The program assumes that sub-numbers 22-49 identify department workers, while 50-up identify class workers; however, there must be one sub-number 22 designated for each department.

  7. A very important field is the GROUPING indication. This field must be A for each department which meets as a single unit (All together), such as most preschool and children's departments. If the department meets as separate classes, any entry other than A will force class attendance rosters to be printed separately.

    WARNING: It is very important that every class entry within a department (i.e., the entry for each worker within the department) have the same GROUPING indication. Failure to observe this will result in missing or duplicated attendance rosters and erroneous statistics.

  8. The hour when the class meets is designated in the HOUR field. This is simply A for the first (or only) Sunday School hour, B for the second, etc. This field can also be used to indicate special extension classes, missions, etc. This field is used to sort weekly reports into separate reports for each Sunday School hour.

  9. The SEX GROUPING of the class is one of

            C - Co-ed (Adult, youth, or children's coeducational class)
            M - Male
            F - Female
            S - Singles
            P - Preschool

    This field, together with the HOUR field, is used in annual Sunday School promotion to do automatic assignments based on age, hour, and sex grouping within the new organization. For instance, a person currently assigned to a male class at the 11:00 hour would be assigned to a male 11:00 class in the new organization, based on the age/grade brackets in the new organization file. This field can be left blank until time for Sunday School promotion.

Once you have your organization defined on paper, you are ready to enter it into the Church system. To do so, enter the Worker Menu (enter W on the Main Menu) and select A for Administration.

Several sample entries are included for your study. Once you have looked at these (and printed them with the <print screen> key on your computer if you desire), delete them by entering M (adMin) followed by D (Delete) for each entry. After deleting all the records, enter M followed by P (Pack) to finally free all deleted space.

Now you are ready to enter your own organization.

  1. Enter A (add), D (department).

  2. Enter the fields from your worksheet. Don't forget to enter S in the ORGANIZATION field. You may enter the department records in any order; they will always appear in the order of the department number and sub-number as you page through the entries using Forward and Back, as well as when printed.

  3. Exit form entry by simply <enter>ing each field or by hitting <control end> when you have entered the last data on record.

    The In-Service Class field is used for workers in non-adult departments who are affiliated with a particular adult class. Adding an adult class code to this field results in (a) the worker being listed in the class Sunday School roster at the top under the heading In-Service Workers, and (b) the worker being assigned to the deacon affiliated with the adult class when Sunday School class deacon assignment is done. Note that the In-Service Class can be easily updated by entering (listed as (I)SC on the form menu).

  4. Go back to step (1) for the next department record to be entered.

  5. Double check that each department has a sub-number 22 identified, and that every entry for the same department has the same correct GROUPING flag.

  6. If you wish to check the file, you may enter adMin, Check. This will open a BROWSE window containing all the records identified with sub-number 22. You should read all your department entries in this window. (Use the arrow keys or <page up>, <page down> keys to move around the window.) Hit <escape>, <control W>, or <control end> when you have finished browsing, to return to the worker administration form.

  7. You may wish to print a copy of your organization file for future reference. This can be done by entering W, P from the Main Menu.

    Main Menu->Worker->Print

After you have entered the membership data, you can add a record for each department and class worker position to this file by using Add, Worker. You may then use the Replace_Name command to identify each worker. (See ``Add New Sunday School Department'' under EXAMPLES.)

With this initial file, however, you are ready to get started entering member data. The main thing you will need from this file is the four-letter/three-letter department/class codes which you will use to assign each member to a Sunday School class.  

2.4.2 Membership Data.

If you have any machine-readable database already containing your church or Sunday School membership listing (such as a mailing list or word-processing program files), it is worth your effort to attempt to convert this data into dBASE files accessible by your Church system. This will give you a head start in your database conversion, which can be a lengthy job. Some programs will have a built-in capability to export files in a dBASE format, which will help.

To import other files, you will need the help of an experienced dBASE programmer (or someone who is willing to learn). It may be worth your cost to hire a capable consultant for this effort, if you cannot enlist volunteer help (try your local high school).

The first step of the conversion is to get the existing data into a format that FOXPRO can read. Many programs including FOXPRO support a delimited ASCII format.

The next step in massaging existing data is to obtain a single record for each family member, with the NAME field in the format ``LAST, FIRST'' (must contain a comma and a single space). One member of each family (typically the husband) must be designated with an H in the HH field (Head of House). Every family member must be assigned the same FUN (Family Unit Number, ordered by alphabetic name of head of house), along with a distinct SUB number for each individual family member. For initial entry, leave a gap of 100 between consecutive FUN numbers to allow room for future additions. See Data Base Schema section for definitions. Finally, each member must be assigned a unique MEMNO serial number.

If all else fails, you will have to input your membership data by hand. This will be a significant effort, but well worth it in the long term as you will then be able to maintain your records (church membership as well as Sunday School) in a more accessible and easily updated, hence more current, manner.

Even if you successfully initialize the MEMSHIP.DBF file from an existing database, you will almost surely have to add some of the data (e.g., Sunday School class assignment) by hand.

The minimum information required for each member is:

FUN/SUB NUMBER

NAME

HEAD OF HOUSE FLAG

DEPARTMENT

CLASS

This will allow the program to function to maintain records. However, for effective Sunday School ministry to occur, you also will require:

ADDRESS/CITY/STATE/ZIP

TELEPHONE NUMBER

SEX

BIRTH DATE

GRADE (for preschool through 12 grade).

To prepare for input of the membership data, make a copy of the information sheet (Appendix A) for each member. One way to obtain the required information is to distribute these sheets to the members on Sunday morning (distribute the children's sheets in the parents' classes). If you do so, plan to collect the information each week for three weeks in a row to reach the most people. Mobilize your teachers to contact absent members to verify the information. You have the opportunity to use the ``computerization'' of your Sunday School records as a tool to generate excitement about a positive step forward, as well as helping to head off any problems by involving your members and workers in the planning and preparation.

For details of field contents, see Section 7, Database Schema. For instructions on data entry, see Section 4.4, Membership Operations.

Once you have completed initial database entry, you will wish to run an audit to catch any errors. See Section 6.7, Audits.  

3. BASIC INSTRUCTIONS

This section contains some basics of how to use the FOXPRO menus, forms, and reports. Even if you're familiar with dBASE or other database systems, you might wish to scan this section for some hints about the specific implementation of the Church Data Base system.  

3.1 COMPONENTS

As usual with DOS programs, there are some standard file suffixes which identify various types of files. For the FOXPRO environment, these are

.APP Application File
.BAK Backup File
.BAT Batch File (DOS Commands)
.DBF Data Base File
.ESO FOXPRO Run-Time Library
.ESL FOXPRO Run-Time Library
.EXE Executable
.FPT Memo File
.IDX Index File
.LBT Label Format File
.LBV Label Format File
.LBX Label Format File
.MEM Memory Variable File
.RSC FOXPRO Resource File
.SAV Save File (generally copy of .DBF)

The basic concept of the Church Data Base system revolves around two main database files. The first is MEMSHIP.DBF, which contains an entry for everyone who is a member of your church or Sunday School, along with their families. The second is PROSPECT.DBF which contains an entry for each prospect for your Sunday School. Other database files which are controlled directly by the administrator (i.e., not built as working files by one of the programs) include:

ARCHIVE.DBF A holding file for individuals who are no longer members. Used typically for Sunday School members who have transferred to another Sunday School (i.e., who were not church members and so should not be listed as a former church member).
CHWORKER.DBF The basic database defining the organization of the Sunday School (as well as other church organizations) and containing the list of workers. This file drives the generation of class attendance rosters and Sunday School reports.
DEACON.DBF The list of all ordained deacons of the church, with status indications as to active, inactive, etc.
FISCAL90.DBF This file indicates the date, week number, and quarter for each Sunday in the year. A new file must be generated each calendar year.
GMMAIL.DBF Mailing information for the general mailing list (i.e., non-members wishing to receive church mailings).
MEMFORMR.DBF Information on former church members, including reason for dropping, church to which they transferred, etc.
MEMJOBS.DBF Information on interest, experience, and current service in various positions of service.
MEMSHIP.DBF The central database for all information related to church and Sunday School members.
MEMSUPL1.DBF Supplemental information concerning members.
MEMVISIT.DBF This file contains a record for each visit made to any member. The System Administration Menu allows cleaning up this file by removing outdated entries.
MESSAGES.DBF This file contains a selection of short sayings used as the first line of mailing labels generated by the system. Change it to suit your church's personality!
NOMINATE.DBF This is the working file for the new year's church officers and teachers. It is initialized as a copy of CHWORKER.DBF the first time you enter the Nominating Committee Menu in the new year. Its format is identical to CHWORKER.DBF, and it is moved to CHWORKER.DBF when the new church year begins.
NOTES.DBF Special information to be printed for an individual department on a specific date on the Sunday morning attendance checklists is entered in this file.
PEOFILES.DBF This file contains the table of contents and status of the various PEOPLE?.DBF files. It is changed by the screens which administer and create those files.
PEOPLE1.DBF,
PEOPLE2.DBF,
PEOPLE3.DBF,
etc.
These files are temporary lists of people created for specific purposes. They are most easily manipulated from the PEOPLE FILE Main Menu item. For example, the SEARCH screen under the Membership Menu will create a subset of people matching the selected search criteria. The files can then be used as input for generation of mailing labels, reports, assignment cards, etc. The current list of available files can be checked from the System Administration Menu, as well as other types of administrative tasks including combining files, deleting files, etc.

Any out-of-date or unused PEOPLE files should be deleted to save disk space.

PEOPLEX.DBF This file is a special PEOPLE file created by various programs (such as Sunday School Visitation programs and the Name Search program). It can be manipulated in the same way as the numbered PEOPLE files to produce labels, reports, etc.
PROSPECT.DBF This file is the master prospect file database. It should contain all prospects for the church or Sunday School, regardless of source. When a new member is added to the MEMSHIP.DBF file, the name is checked against the PROSPECT.DBF file; if a match is found, the information in the prospect file (including any visitation records) may be moved to the membership file and deleted from the prospect file.
PROVISIT.DBF This file contains a record for each visit made to any prospect. The System Administration Menu allows cleaning up this file by removing outdated entries.
ROLODEX.DBF This file keeps track of the last Rolodex print job so that only changed cards may be printed for updating the Rolodex file.
SCRIPTUR.DBF This database contains scripture verses, one of which is printed at the top of the attendance check sheet each week.

 

3.2 GENERAL

 

3.2.1 HELP Keys.

The FOXPRO HELP function has been implemented on the membership and prospect input screens. To access these, simply hit the <F1> key when the cursor is in the field for which you desire help. You may adjust the help window using your mouse (grab the lower right corner to size, grab the top of the window to move), after which it will continue to appear as you last adjusted it. Use <page up> and <page down> (or arrow keys) to scroll the information in the help window.

After viewing the help message, enter <escape> to return to the input screen.  

3.2.2 Printer Dialog.

Throughout the system, you will encounter a standard printer dialog in most cases before you print a report. You will be asked to enter form length and character pitch, and allowed to print a test pattern to align newly inserted paper.

NOTICE: It is important to have the printer turned on and on line before beginning any operations requiring the printer. If this is not done, the initialization sequence sent to the printer may be lost and unexpected results may occur. In this case, return to the Main Menu, initialize the printer correctly, and restart the operation.  

3.3 MENUS

A menu is a dBASE input screen which consists only of names of other menus or forms. A form is a data entry form which contains actual data fields and information items to be displayed or entered. The intent of the menu structure is to organize the input screens into related areas, so the user can readily locate and carry out any desired function. In some cases, there is more than one way to get to a particular form through the menus. Any presentation of the same form is identical; it doesn't matter how you get there.

When the user selects a lower-level menu or form from a menu screen, the selected menu or form replaces the previous one on the screen and can then be used for the next entry step. Exiting from a form or menu entry (typically by typing Q in the option window) returns to the previously selected menu. This action of moving up and down through the menu hierarchy is referred to as traversing the menu tree. Figure 2 is a representation of the Main Menu of the Church Data Base system. Appendix ??? is a representation of the menu hierarchy.

In this documentation, the first line of many instruction lists is typically the menu traversal tree which arrives at the desired form. The Main Menu is the first menu which appears when the system is brought up. As an example,


Main Menu->Sunday School->Attendance

means:

  1. Start at the Main Menu.

  2. Enter S to move to the Sunday School Menu.

  3. Enter A to move to the Attendance Menu.

It is not necessary to return to the Main Menu every time; you may begin with whatever screen is showing, move up the menu tree until one of the menus in the desired hierarchy is reached, and move down the tree to the desired form.  

3.4 FORMS

Forms are screens with fields in which you enter data. Normally each entry field corresponds in some way to an actual field in the database file itself (see Data Base Schema section). In most forms you will find an ACTION line at the bottom of the screen, from which you can select a single letter to indicate what you wish to do.

For example, in the Membership Administration form, you may select S to Search; you will then be asked to select what you wish to search for (normally Name); you will then be presented with an input window in which you may type the desired name. Note that when entering a search string (like a name), you need only enter the first few letters of the desired name. The computer will find the first name matching your entry and bring up the data for that name on the screen.

You may then move Forward and Backward using the appropriate letter keys until you see the desired name on the screen. At this point you may Change the data on the screen by entering C.

The blinking cursor will indicate which field you are currently accessing. You may move from field to field on the form by using <tab> or <enter>. You are normally in insert mode, in which characters you type are inserted before the cursor. You may switch to overstrike mode by hitting the <insert> key (this key will toggle between the two modes; a blinking underscore cursor indicates insert mode, while a blinking block cursor indicates overstrike.  

3.5 DATA ENTRY

I recommend using all upper case for data entry. This allows the most legible printing on mailing labels and reports. Post Office recommendations include using all capitals as well as avoiding the use of punctuation in address entry. Typical entries conforming to Post Office standards might be:

JONES, RALPH E
123 MAIN ST APT 34
COLUMBUS OH 43211
 
SMITH, BILL R
PO BOX 234
PATASKALA OH 43260

The blinking cursor on the screen indicates where the data you enter will appear. You may use the following keys when entering data:

KEY ACTION
<arrow keys> move cursor in indicated direction
<backspace> delete previous character
<delete> delete current character
<insert> toggles insert/overstrike modes (try it)
<control end> exits the current form, accepting all entries
<control W> writes and exits a memo field edit (prospect visit record)
<escape> exits the current form or operation, deleting
  any data change in progress (if possible)
<end> goes to the end of data entered in the current field
<home> goes to the start of the current field
<tab> goes to the next field
<shift-tab> goes to the previous field
<F1> HELP key for membership/prospect forms

 

4. OPERATIONS

This section describes day-to-day use of the system in varous categories.  

4.1 BACKUP

Your database will come to be absolutely essential to the operation of your Sunday School. It will contain irreplaceable data, and in the event of calamity could take weeks to recover even that data which can be restored. Frequent backups are essential.

First, keep a current printed mini-master list of your entire database in a safe place. This is easy to generate, although it takes a little time to print, and can be used in the event of a catastrophe to recover the list of members and prospects.

To generate such a file:

  1. Main Menu->Membership->Print

  2. Select M - Mini-Master Format (Membership File by FUN#)

  3. Normal printer dialogue

  4. Enter Beginning FUN # 00001
    Enter Ending FUN # 99999

Second, keep the master CHURCH program disks in a safe place (preferably off-site). This will allow you to install all the programs from scratch in the event of a disk crash (the most likely catastrophe), a computer malfunction, or other such problem.

Third, keep a copy of the essential database files on a week-by-week basis. Use some system of regular incremental backups (such as the Norton Desktop). If you have no such system, back up your critical files with


Main Menu->System Administration->Backup

at least once a week (or after any significant database updates) to write MEMSHIP.DBF, PROSPECT.DBF, and other critical files to a floppy disk.* Be sure to adequately label your bacup diskette. Take it home with you-I carry mine in my briefcase, just in case! NOTE: This backup procedure is based on the MS-DOS backup command, which is present in MS-DOS 5.0 (and before) but has been removed from MS-DOS 6.0. It is also incompatible with the share driver (check your CONFIG.SYS file for share). If you are running MS-DOS 6.0 or 6.2, you must use the msbackup command supplied in that system to backup the files listed in the back.bat script. It cannot be run from FOXPRO.

Fourth, do a general backup of the entire CHURCH directory (or better, your entire hard disk) at least once a month. This may take a while, but is great insurance. A few minutes spent loading floppy disks will save you hours of effort in the event of an emergency.

____________________

*
.ft I This procedure executes a DOS batch file in the CHURCH directory named BACK.BAT. You may also execute this file directly by typing C:\CHURCH\BACK. Note that this batch file can be edited to add or delete files from the backup, to change the destination floppy drive, or to use a different backup method. It currently uses the DOS backup command, which should work on all versions of DOS previous to DOS 6.2. (DOS 6.2 does not provide the backup command unless you obtain the supplementary disk from Microsoft.) It also will not work properly if you are running the share program from your autoexec.bat file. Finally, note that the batch file as supplied uses the DOS attrib command to manipulate file mode flags, which could interfere with overall backup schemes which detect files changed since the last backup using the archive file attribute. Use this command only if you do not use some other strategy for regular incremental backups.
 

4.2 RECOVERY

Hopefully, you won't have to read this section. However, here's how to get running again in the event of a catastrophe. Let's assume you have fixed the disk, computer, or whatever caused the problem-or have obtained a new computer.

  1. Load the most recent total backup of the CHURCH directory (along with the rest of the hard disk, if appropriate).

  2. Load the most recent weekly BACKUP floppy disk, login to the CHURCH directory, and type RESTORE A: C: \S

  3. Finally, run CHURCH and immediately INDEX all your files.

If you don't have a total backup,

  1. Re-install the CHURCH program disks, following the instructions in the Installation section.

  2. Follow steps (2) and (3) above.

 

4.3 MEMBERSHIP OPERATIONS

 

4.3.1 Membership File.

The membership database file, MEMSHIP.DBF, includes:

All church members (resident and non-resident)

All Sunday School members

Prospects who are in the same family as church or Sunday School members

People move into the membership file from the prospect file or from initial entry. Those who leave the church membership (through transfer of letter, death, or other reason) move from the membership file into the former member file. An archive file is provided to keep information about Sunday School members who leave the church field, if you desire. Otherwise, the names may be deleted entirely from the system.  

4.3.2 Entering Member Data.

The membership data administration form is reached by


Main Menu->Membership->Administer (Add, Delete, Change)

On initial entry of a member's data record, as much information as possible should be included. Missing information can be added later, if necessary. For proper functioning of the system, the minimal information needed is NAME and FUN-SUB number, with Sunday School relationship (SR=S) and Sunday School department and class assignment as appropriate.

See the Data Base Schema section for a detailed listing of the data items and their meanings. Use the <F1> key for specific help for the data entry field in which the cursor is located.

To add records for a new family, begin by adding (A) by name (N) the head of house. If the name is found in the prospect file, the prospect record will be displayed and you will be asked to verify that this is the correct individual. If you answer Y, all the data will be transferred into the MEMSHIP file and removed from the PROSPECT file. The information transferred includes the visitation history for the family. You will also have the option of transferring all family members in the same operation.

[NOTE that if a single family member is transferred, the entire visitation history for that family is transferred along with that member. For several reasons, it is best to keep the entire family together in either the PROSPECT or MEMBER database file.]

The system will attempt to assign the correct FUN in proper sequence. It will display two head-of-house names before and two names after the alphabetic position of the new name. Normally, the computer-assigned FUN is correct; you may change the assigned number at this point if there is some reason to do so. Answer Y to accept the displayed number (you must hit <enter> twice).

Enter the other information requested on the form.

Other family members must be assigned the same FUN (with appropriate different SUB numbers). If they are still in the prospect file, you may again add by name to transfer their entried. In this case, you must change the computer-assigned FUN number to match that assigned to the head of house (the FUN number displayed at the top of the member record will be the correct one).

If the family is not in the prospect file, it is easiest to add additional members by FUN (A, F). Enter the FUN number from the head of house record. All common data fields will be initialized so you won't have to enter them again.

When entering the CITY field, you may type the compete entry or simply <enter> to display a popup window with common city names (administered from the Customize selection on the System Administration Menu). You may move to the desired city with arrow keys and hit <enter>, or simply hit the first letter of the city to select the one you wish. When the desired city is highlighted, hit <enter> to select it and return to the form. This action will populate the city, state, and ZIP code fields.

The ZIP code field in the membership form will allow entry of nine-digit ZIP codes (although the field will be initialized from the popup menu only for the first five digits). These are often obtained from Post Office change-of-address notifications. There are also services available from the Post Office to provide nine-digit ZIP codes for your mailing list. There are current rumors that lower mailing rates will soon be available for large mailings using nine-digit ZIP. You may at least add nine-digit ZIP as they become available.

The PERSONAL PROFILE field has a similar popup window capability. To activate the popup, enter ? at the end of any current entries in the field. After you select the desired key, your ? will be replaced with the selected three-character code.

Each Head of House entry should contain the key GM4 in the PERSONAL PROFILE field so the family will appear on the general mailing list. Each church member should have an RC code to indicate how he was received into membership (hit <F1> to see help screen or see DATA BASE SCHEMA section below). Each ordained deacon should have a DC code to indicate status (see DEACONS section below).  

4.3.3 Changing Member Data.

Changes to member records are made by Searching (by Name or FUN) for the desired individual, then entering C to open the record for changes.

There is a significant difference in ordering between the Search by Name Forward and Back operation and the same operation from the member form itself. Ordering from the form Forward and Back operation is by FUN-SUB number, so that family units may easily be accessed in sequence. The Search by Name ordering, however, is purely alphabetical, and can be used to locate individuals with surnames other than the family name. The most frequent use of this feature is in locating the Family and Alphabetic entries for an such an individual. For this purpose, the FUN-SUB number and HH codes of the current name are displayed. Once the desired individual is found, simply hitting <enter> in the Search by Name window will display the form for the selected individual.  

4.3.3.1 Changing Specific Fields.

Simply move the cursor (<tab> or <enter>) to the desired field and re-enter the information. Several fields can be directly accessed from the initial ACTION field without the necessity of tabbing through all intervening fields; hit <F1> with the cursor in the ACTION field to see currently supported capabilities.  

4.3.3.2 Changing FUN Numbers.

Be careful when changing FUN numbers. This is sometimes necessary when family status changes (marriage, divorce, or a child setting up his own household, for instance). The system will prevent assignment of an already existing FUN-SUB number. However, several other files are keyed to the FUN-SUB of an individual, and these files will have to be updated manually if you change an included FUN-SUB. Currently these files include only the visitation records. If you assign a new FUN number from the membership administration screens, the program will make every effort to update all the right files; the visitation records will be converted to the new FUN number.  

4.3.3.3 Changing Common Family Data.

Common family data is indicated by * after the field definition on the membership form. This data is shared by all members of a family (i.e., all who have the same FUN number). All family entries are changed whenever the common data is changed for the individual marked head of house (i.e., has HH = H, I, or C). Thus, to change the address of all family members, you need only change the information once on the member form of the head of house.  

4.3.4 Printing Reports.

 

4.3.4.1 Master Listing.


Main Menu->Membership->Print Member Records
->Mini-Master Format

This selection will give you a listing of most of the useful information for each member in the database, grouped by family units.  

4.3.4.2 Directory Listing.


Main Menu->Batch Processing

After answering the normal printer dialogue, select the Church Directory item by entering 8, then enter Q and answer Y to begin printing. Make sure your printer is set to elite type (12 characters per inch) to properly format the directory.  

4.3.4.3 Mailing Labels.


Main Menu->Membership->Mailing Labels

You will have your choice of custom labels or general mailout labels (potentially including prospects, former members, or general mailing database records which contain the GM4 key in the Personal Profile field).  

4.3.5 Administrative Tasks.

The most common administrative task is to transfer people into the Former Member file as they are removed from church membership. This is far better than merely deleting them, since you retain all the information for future reference, and can respond to queries about their previous membership status. You can also maintain them on your mailing list by keeping the GM4 field in the personal profile, if you wish. Finally, the family's contribution records for the current year are lost if they are deleted, but will be printed properly in the contribution statements if they are transferred to the Former Member file.

You should actually delete members only in the case when the entry is totally invalid for some reason (data entry error or cleaning up the initial sample database entries, for instance). To actually delete a member from the database, enter


Main Menu->Membership

and Search for the member to be transferred. When the desired record is displayed, enter M (adMin) followed by Delete. You will be asked for confirmation that you really want to delete the name. If the person has an envelope number assigned, an additional warning will appear suggesting that you transfer the member record rather than deleting it, to preserve the financial contributions information. In any case, if you answer Y to the confirmation, the record will be deleted.

To transfer member records, enter


Main Menu->Membership

and Search for the member to be transferred. When this record is displayed, enter M (adMin) followed by Transfer. At this point, you may choose one of three places to transfer the member record:

Former Member File-for church members dropped from membership through death, transfer of letter, etc.

Prospect File-useful for Sunday School members who are dropped through their own request, or otherwise are no longer members but are still considered prospects.

Archive File-useful for those who were not church members (hence not former members), nor are still prospects; this file allows you to keep the information around, ``just in case.'' (There is currently no program support for doing anything with the archive file; you may access it directly with the BROWSE command.)

In the case of transfer to Former Member file, you will be asked to verify that the name to be transferred is correct and placed in a special form which allows to you enter the date of dismissal, the church to which the letter is transferred (enough space is provided for church address as well), any remarks you wish to make, and a dismissal code (select from those on the screen). You must enter a valid dismissal date and dismissal code before the program will allow you to exit the form.

If more individuals in the family of the person being transferred remain in the membership file, you will be asked if you wish to transfer the next member of the family. Entering Y will bring up the next family member's record with the same information just entered; you may make any changes necessary before exiting the form.

The former member file may be accessed from the Membership Menu by entering Former Member Editing. This is important if you need to administer the GM4 field of the Personal Profile for mailing list changes, or other changes such as revising address information.

The form supporting this feature is a standard FOXPRO edit screen, which is somewhat different from the other forms in this package. Some differences for this form only:

You may move from one record to the next with <Page Up> and <Page Down> keys.

You may delete (or undelete) a record with the <Control U> key.

You may end the former member edit session (or search for a new name) by hitting <escape>.

 

4.4 ORGANIZATION OPERATIONS

The WORKER menu items are used to define and record church organizations. Different organizations are distinguished by the ORGANIZATION field at the top of the Worker form. A list of suggested fields can be obtained as the introductory screen under the Print option of the Worker menu. For Sunday School and Discipleship Training, the organization keys S and T are required; these entries are foundational to the operation of the entire system of class rosters, attendance reporting, etc. For other organizations, the worker file may be used to record and print organizational structure reports.

The worksheet in Appendix A is designed as an aid in entering the information to establish the organization data base for your church. Make a separate copy for each type of organization (Sunday School, Discipleship Training, etc.). For each organization, enter each worker, including general officers, division directors, department directors, teachers, and outreach leaders, for each organizational unit.

The following discussion focuses on the Sunday School. For other organizations, department refers to whatever the appropriate organizational unit might be (team, committee, group, etc.. Director or teacher refers to a title appropriate for the organizational leadership. For these organizations, the only useful report will be the organizational listing itself (Print workers), so use whatever makes sense in this report.

  1. Each organizational unit must have the ORGANIZATION field set to the correct value (Sunday School, Discipleship Training, etc.).

  2. Choose a four-letter key for each organizational unit. The first letter must correspond to the age division. To allow future automation of class assignments, the following rules are recommended for the Sunday School key codes:

    	A	B	C	3
    	^	^	^	^
    	|	|	|	|
    	|	|	|	--- Department Number
    	|	|	--------- Sex Grouping (C:coed; M:men; L:ladies;
    	|	|		    S:singles)
    	|	-------------- Sunday School Hour (A:first; B:second)
    	-------------------- Age Group
    				    (A:adult; Y:youth; C:children; P:preschool
    				    G:general officers; S:special)
    
    	Examples:
    		ABC3 PXA - Adult Coed 3, 9:45
    		AAM1 PMA - Adult Men 1,  8:30
    		CB12 PXA - Children Grades 1-2, 9:45
    		YCB1 PMA - Youth Boys 1, 11:00
    		YA78 PXA - Youth 7-8 Grade, 8:30
    		PBCB PXA - Preschool Bed Babies Department
    		GENL     - General Officers
    		SPAS PXA - (Special) Pastor's Class
    

    Choose a three-letter key for each class within a department. The code PXA will always work for any organization that does not use a department organization.

    For department-oriented Sunday Schools:
    The first letter must be P (for Pupil). The second letter typically designates the sex grading of the class:

            X - miXed
            M - Male
            F - Female
    The third letter designates the class within the department; the first class is A, the second is B, etc.

  3. Enter an organizational unit (department or class) description (which will be printed on enrollment and attendance rosters). See examples.

  4. Designate a department number (serial number) for each department. These numbers should begin with 0 for the general officers. The order of the numbers determines the order in which attendance rosters are printed, as well as various other displays and reports. It is best to skip numbers between departments to allow for insertion of new units created during the year.

  5. Designate a ``sub'' number for each department. IMPORTANT: The first entry for each department must be designated sub-number 22 for proper operation. The department director (or teacher if there is no director) is associated with the sub-number 22 entry. Additional sub-numbers will be used for other workers within the department, such as teachers, outreach leaders, activities leaders, etc. The program assumes that sub-numbers 22-49 identify department workers, while 50-up identify class workers; however, there must be one sub-number 22 designated for each department.

  6. A very important field is the GROUPING indication. This field must be A for each department which meets as a single unit (All together), such as most preschool and children's departments. If the department meets as separate classes, any entry other than A will force class attendance rosters to be printed separately.

    WARNING: It is very important that every class entry within a department (i.e., the entry for each worker within the department) have the same GROUPING indication. Failure to observe this will result in missing or duplicated attendance rosters and erroneous statistics.

  7. The hour when the class meets is designated in the HOUR field. This is simply A for the first (or only) Sunday School hour, B for the second, etc. This field can also be used to indicate special extension classes, missions, etc. This field is used to sort weekly reports into separate reports for each Sunday School hour.

  8. The SEX GROUPING of the class is one of

            C - Co-ed (Adult, youth, or children's coeducational class)
            M - Male
            F - Female
            S - Singles
            P - Preschool

    This field, together with the HOUR field, is used in annual Sunday School promotion to do automatic assignments based on age, hour, and sex grouping within the new organization. For instance, a person currently assigned to a male class at the 11:00 hour would be assigned to a male 11:00 class in the new organization, based on the age/grade brackets in the new organization file. This field can be left blank until time for Sunday School promotion.

Once you have your organization defined on paper, you are ready to enter it into the Church system. To do so, enter the Worker Menu (enter W on the Main Menu) and select A for Administration.

Several sample entries are included for your study. Once you have looked at these (and printed them with the <print screen> key on your computer if you desire), delete them by entering M (adMin) followed by D (Delete) for each entry. After deleting all the records, enter M followed by P (Pack) to finally free all deleted space.

Now you are ready to enter your own organization.

  1. Enter A (add), D (department).

  2. Enter the fields from your worksheet. Don't forget to enter S in the ORGANIZATION field for Sunday School workers. You may enter the department records in any order; they will always appear in the order of the department number and sub-number as you page through the entries using Forward and Back, as well as when printed.

  3. Exit form entry by simply <enter>ing each field or by hitting <control end> when you have entered the last data on record.

  4. Once the organizational position is entered, you may enter the name of the individual filling that role by entering Replace Name. You will be placed in name-search mode to enter the name as entered in the Membership Data Base, and may search Forward and Back alphabetically through the names until the correct name is in the name-search window. Hitting <enter> will then transfer the displayed name to the current organizational form, after a confirmation screen.

  5. The In-Service Class field is used for workers in non-adult departments who are affiliated with a particular adult class. Adding an adult class code to this field results in (a) the worker being listed in the class Sunday School roster at the top under the heading In-Service Workers, and (b) the worker being assigned to the deacon affiliated with the adult class when Sunday School class deacon assignment is done. Note that the In-Service Class can be easily updated by entering (listed as (I)SC on the form menu).

  6. Go back to step (1) for the next department record to be entered.

  7. Double check that each department has a sub-number 22 identified, and that every entry for the same department has the same correct GROUPING flag.

  8. If you wish to check the file, you may enter adMin, Check. This will open a BROWSE window containing all the records identified with sub-number 22. You should read all your department entries in this window. (Use the arrow keys or <page up>, <page down> keys to move around the window.) Hit <escape>, <control W>, or <control end> when you have finished browsing, to return to the worker administration form.

  9. You may wish to print a copy of your organization file for future reference. This can be done by entering W, P from the Main Menu.

    Main Menu->Worker->Print

 

4.5 SUNDAY SCHOOL OPERATIONS

Here's a typical week's activity to run the Sunday School attendance subsystem. In outline:

  1. Print Class Attendance Sheets.

  2. Attendance Data Entry.

  3. Record New Members and Visitors.

  4. Print Attendance Counts.

  5. Transfer Attendance Data to Master Record.

 

4.5.1 Print Class Attendance Sheets.

Late in the week, after all new members and transfers have been entered (see below), the class attendance sheets are printed for use on Sunday morning. On a reasonably fast computer, the main limitation will be the time to actually print the data; mine takes about 45 minutes to print.

To print the attendance sheets,

  1. Main Menu->Sunday School Menu->Attendance Menu

  2. Enter A to begin printing Attendance sheets.

  3. The program should indicate next Sunday's date.* Hit <enter>.

  4. Normal procedure is to print ALL departments, ALL classes. This is the default. Hit <enter>.

  5. You are allowed to enter a message to be printed on the second page of all attendance sheets. This is a good way to communicate upcoming events, encourage and recognize your workers, or to promote special occasions. Type the message (working edit keys include insert, delete, home (previous word), end (end of text), and arrow keys). When it is on the screen correctly, enter Y in the box labeled OK and Enter.

  6. At this point, an audit will be done to make sure all department and class designations in the MEMSHIP.DBF database are valid. You will be asked to correct any found in error, and the program will proceed.

  7. Printing of the attendance sheets will then begin; no more interaction is required.

____________________

*
.ft I Note: if this date is incorrect, the file FISCALXX.DBF is in error (where XX is the current year). Use the utility function FISCAL to correct this before proceeding. To run FISCAL, enter at the Main Menu: .sp .ce A->R->FISCAL
 

4.5.2 Attendance Data Entry.

On Sunday morning as the attendance sheets are returned, enter the data for each roster. It is best to do this on Sunday morning so you can identify and correct errors while the class is still in session. . .it will be much more difficult to get the information later. The most critical information you have is complete demographic data on visitors and new members, and you need to verify its completeness as early as possible.

To enter the attendance data:

  1. Main Menu->Sunday School Menu->Attendance Menu

  2. Enter P to Post attendance

  3. The first time you enter this screen on Sunday morning, you will be asked a number of questions about the weather and other special conditions. Answer the questions as indicated. You will then enter the attendance posting screen.

  4. The attendance data is keyed to the reference numbers printed just to the left of the check box for each name on the roster. These numbers are in order by name on the attendance roster, and change each week when the rosters are printed.

    To begin entering data from a roster, enter <F2> (function key F2). You will be prompted for a reference number. Enter the reference number by the first name on the roster. You will then see a screen matching the last three columns of the roster with number, check column, and name, plus the code for the Sunday School department.

    Simply enter the attendance information on the roster by entering P in the check column for each member present. Hit <enter> (or A) for absent members.

    You may simply go down the roster hitting P or <enter> for each name, or you may skip a sequence of absent members by entering <F2>, the reference number for the next present member, then continuing with the P or blank entry.*

  5. When all members present on a particular roster have been marked (all others are assumed absent), enter the supplementary data at the bottom of the roster. To do this:

    1. Enter <F5> (function key 5)

    2. Enter the roster number desired. This number is printed at the upper left corner and the lower right corner of the roster sheet.

    3. Enter the data as indicated. Make sure you have registration information for all new members and visitors to be used later. Note that a new member is one new to your Sunday School, and not merely an existing member transferring to that particular class. Transferring members will be counted in their old class for this Sunday, using the Name Search described later.

    4. It is good practice to enter the supplementary data for each roster even if nothing is reported (just hit <enter> for each field or hit <control end>). This will allow the check for all rosters posted to function properly later.

    5. If you identify an error in supplementary data for a roster already posted, merely enter it again. You will be warned that this roster has already been posted, but the changed data will replace the old data.

  6. Use the Name Search feature to find members visiting or substituting in other classes, to find in what class a member is enrolled, or to transfer members to a new class. To do this,

    1. Enter <F3> (Function Key 3)

    2. Enter the name of the member you wish to find. You need enter only enough letters to uniquely identify the name. If the search results in the wrong family member, hit <F3> <enter> to find the next matching name.

    3. If you wish to mark the member present, enter P.

    4. If you wish to change class assignment or update birthdate information, hit <F6>.

  7. If you wish, you may also search for a particular department by entering <F4> followed by the code for the department.

  8. When you complete entry of the class rosters, or wish to go to another screen temporarily, enter <escape>.

  9. If you wish to check a visitor's name in the prospect file, hit <F7> and enter the desired name.

____________________

*
.ft I The rosters are designed so that the most regular members (those who have attended during the past six weeks) are printed at the top; this helps speed up your data entry.
 

4.5.3 Record New Members and Visitors.

For each new member, enter all information including Sunday School department and class. See Membership Operations above. You may access the membership administration forms directly from the Sunday School Attendance Menu by entering M.

Enter those visitors who are considered prospects into the PROSPECT database, including their department and class assignments. You may access the prospect administration forms directly from the Sunday School Attendance Menu by hitting G.

The Attendance Rosters printed the following week will include a list of members added to (new or transfer) and deleted from (deleted or transferred) that particular class.  

4.5.4 Print Attendance Counts.

Print Sunday School attendance counts as soon as all attendance data is entered. One of the most powerful features of the Sunday School program is its statistical reporting capabilities. The utility of this program will increase as the body of data in your database grows. The maximum amount of comparison data is provided by the Attendance Counts report, and can only be printed after entering all attendance data for the Sunday and before transferring that data into summary form in the MEMSHIP.DBF data base.

To print attendance counts:

  1. Main Menu->Sunday School Menu->Attendance Menu

  2. Enter C for Sunday School Counts.

  3. To make sure all reports are included, answer Y to the initial question, ``Do you wish to make sure all reports are entered?'' This report will print the symbols of all departments whose rosters have not yet been entered and then return to the Attendance Menu.

  4. By answering N to the question, you will enable the dialog leading to printing attendance summaries. You may print multiple copies, special age-group summaries, and a master list of all members present. Some of the features include:

    1. A report by department of enrollment and attendance for each unit. (This report may be obtained later from the Statistics Menu).

    2. A breakdown of attendance by age-group division and school. (This report may be obtained later from the Statistics Menu).

    3. A summary by unit of today's attendance in comparison to previous high attendance and average attendance. This report can only be obtained from the Counts Menu after posting attendance and before transferring attendance to the MEMSHIP file. It is valuable in monitoring excellence or problems in individual classes. This report is also provided for each of the age-group divisions. A sample report is included in the Appendix.

    4. Once sufficient data has accumulated, a report of historical high and low Sundays will be provided.

    5. A list of members marked absent today who are regular in attendance, and a list of members marked present who are normally absent are provided as a ``Possible Error List.'' Check through this list as an audit for possible data entry errors.

 

4.5.5 Transfer Attendance Data to Master Record.

After all attendance data is posted and all desired reports generated, and before printing the attendance rosters for the following week, the data must be summarized and transferred to the MEMSHIP.DBF master record. Until this is done, attendance data can still be corrected from the Post Attendance form or the Name Search form.

To Transfer attendance:

  1. Main Menu->Sunday School Menu->Attendance Menu

  2. Enter T to Transfer attendance.

  3. Answer the two questions, designed to make sure you're really ready to close out attendance entry and reporting.

  4. The data will be transferred. Any errors will be reported to the printer. These typically result from changes to FUN-SUB numbers in the MEMSHIP.DBF database made between the time attendance sheets are printed and attendance data is transferred. Such problems can be manually edited from the Name Search form on the Sunday School Menu.

 

4.5.6 Print Class Membership Rosters.

 

4.5.7 Print Class Prospect Rosters.

 

4.5.8 Print Visitation Assignments.

This capability provides you with a fully flexible approach to print visitation assignments to support outreach and inreach through the Sunday School.

To access this menu, enter

Main Menu->Sunday School->Visitation Assignments
This is a two-step operation. The first step is to select the types of visitation contacts you want to report. The selected names will be placed in the special file, PEOPLEX.DBF (which you can manipulate using the standard PEOPLE file commands). The second step is to choose the type of report output you wish to print from these names.

After selecting an option, you will be asked for any additional information required (for instance, the number of weeks you wish to select). Most options will also allow you to select a particular Sunday School department. When entering a Sunday School department code, you may use ? as a ``wild card'' to match any letter. Thus A??? will match any adult department, or CB?? will match any children's department meeting at hour B.

The possible selections are as follows:

A
Select all prospects in membership file. This will select all people in the membership file who are marked as prospects for a Sunday School class with P in the Sunday School Relationship field. This is typically used for a family in which one or more family members have enrolled in Sunday School, but other family members have not. It is preferable to keep the family unit together for administrative purposes, but those who have not yet enrolled can be marked accordingly.

B
Select all non-attending SS members. This will select all Sunday School members who have not attended since the beginning of the current Sunday School year.

C
Select all SS members absent for exactly N weeks. You will be prompted for the number of weeks absence you wish to select (1-6), and members will be selected who have missed exactly that many weeks in a row (counting from the week most recently posted).

D
Select all SS members absent for at least N weeks. You will be prompted for the number of weeks absence you wish to select (1-6), and members will be selected who have missed at least that many weeks. Thus, if you select N=3, members will be selected who have missed three, four, five, or six weeks in a row (counting from the week most recently posted).

E
Use existing people file. This selection is useful if you know the people you wish to select are already contained in the PEOPLEX file, and you wish to print a new report with those same names. (Typically this is the file you have just created from a previous selection. The file may be overwritten by various CHURCH operations in addition to this menu. Note that you may use the PEOPLE file administration utilities to copy PEOPLEX to a more permanent numbered PEOPLE file if you wish to preserve it for future use.)

F
Select by church relationship. This selection will allow you to specify one or more church relationship designations to select individuals. Typical uses are to identify all Unsaved Sunday School members, or those who have made a Profession of faith but have not been baptized.

G
Non-member adults and youth. This will select all adults and youth who are not marked as church members (i.e., CR contains any value other than M).

H
Members attending last year but not this year. This selection is useful only after you have used the CHURCH program for at least a year. The previous year's SSYTD field is saved internally, and can be used here to identify those who attended Sunday School at least once during the previous Sunday School year but have current SSYTD=0.

You will be prompted to supply any additional information required, depending on your selection. Next you will see the Report Options screen to choose what information you wish to print from the names you have selected.

At the top of this screen is a count of the number of individuals currently selected in your PEOPLEX file. If you have any questions about the names in the file, you may choose option 7 to browse the names on the screen before you print. The options give you a variety of ways to print visitation assignments for distribution to Sunday School classes.

You will return to this screen after printing until you enter Q to exit or choose one of the options marked I(& EXIT). These choices result in modifications to the reported data which won't support continuing after their selection.

1
Print summary listing alphabetically. This option will print a report with a simple alphabetic listing by name including sex, marital status, church and Sunday School relationship, Sunday School class assignment, and Sunday School attendance year-to-date.

2
Print summary listing by department. This report is the same as except that the list is ordered by Sunday School department.

3
Print mini-master format alphabetically. This report contains name, address, telephone, birthdate, grade, and age information in addition to the above items.

4
Print mini-master format with visitation records. This report is the same as 3 with the addition of all visitation records where available for any individuals.

5
Print visitation assignment sheets by family (& exit). This report consists of one Visitation Family Information sheet for each individual, with a record of all available visitation reports.

6
Print visitatio assignment sheets by department (& exit). This report Is the same as 5 except ordered by Sunday School department.

7
Browse. This selection will open a screen browse window which allows you to inspect the selected records.

 

4.5.9 Print Notes for Individual Classes.

A new feature allows you to print notes on the SPECIAL ATTENTION sheet of the Sunday School rosters for individual classes. I have used this to request particular information (``Please remember to get the birthdate for Johnny Smith'') or to congratulate a class on making its high attendance goal, for example. You must specify a specific department by its four-letter code and the date of the Sunday for which you wish to print the message. You can return to this menu later and refresh the date to print the same message again. Multiple message lines for the same department and date will be printed together on the SPECIAL ATTENTION page in the same order as they are in the NOTES file.

Access the NOTES file from


Main Menu->Sunday School Menu->Attendance Menu->
Write Notes for Individual Class Rosters

The target date is initially set to the following Sunday; you may change it to any future Sunday date. To remove all existing entries and start with a blank file, enter C. To initialize your NOTES file to a blank entry for every department in your current organization, enter . (No lines will print until you specify a date for the message to appear).

To add messages, enter B to enter the BROWSE window. You may change any field, but you must enter a valid department code in the DEPT field and a valid Sunday date in the DATE field. You may enter any message you wish in the MESSAGE field. If you need additional lines for your message, enter <insert> to generate a blank line to continue your message (you must also enter the same department symbol and date to print them together). At any time, you may insert the currently selected target date in the date field of the selected record by simply hitting <F2>.

You may also add messages one at a time by entering A to enter a record-oriented edit script. The <F2> key will also enter the target date in this mode, and <insert> will give you a new record to work with.

This feature is designed to print short messages to specific departments. On any given department roster, it will print in order any messages found in the NOTES file marked for that department and for the Sunday date being printed. Thus you can generate longer messages by simply entering multiple lines with the same date/department tags.

We use this feature for communicating items such as high attendance Sunday goals, requests for information such as birthdates, etc. If you come up with new uses for this feature (or suggestions on how it would work more efficiently, please let me know.  

4.6 ANNUAL SUNDAY SCHOOL PROMOTION

The basic sequence of operations for Sunday School promotion is:

  1. Set up new year's organization.

    Main Menu->Nominating Committee->Administer

  2. Initialize SSPROMOTE.DBF working file for new class assignments.

    Main Menu->Sunday School->Promotion->
    (B)-Manage SS Promotion File->(6) (run steps 1 through 6)

  3. Make manual adjustments in department and class assignments.

    Main Menu->Sunday School->Promotion->
    (B)-Manage SS Promotion File->(A)-Manual adjustments

  4. Periodically update MEMSHIP changes to SSPROMOTE file (new members, additions, etc.)

    Main Menu->Sunday School->Promotion->
    (B)-Manage SS Promotion File->(E) Update SSPROMOTE from MEMSHIP

  5. Print new year's class rosters.

    Main Menu->Sunday School->Promotion->Rosters, Print New

  6. After last Sunday of year is posted (and before first Sunday of new year), transfer new department and class information to current MEMSHIP database and make NOMINATE.DBF the current CHWORKER.DBF organization file.

    Main Menu->Sunday School->Promotion->
    (T)ransfer New SS Department/Class back to MEMSHIP

 

4.6.1 Set Up New Year's Organization.

The new Sunday School organization is developed using the Nominating Committee Menu. Once the new NOMINATE.DBF file is initialized, it can be changed either from


Main Menu->Nominating Committee->Administer

or from


Main Menu->Sunday School->Promotion->Workers

See NOMINATING COMMITTEE OPERATION above, and refer to Sunday School Organization in the section titled f(HICHURCH DATA INITIALIZATION.

When you first enter the Nominating Committee Administration screen each year, the new year's organization is initialized by making a copy of your current organization. From then on, you may change the new organization through the Nominating Committee subsystem without affecting the current Sunday School operations.

The Sunday School Promotion Menu is used to assign members to the new class organization, to print preliminary rosters for your new workers, and finally to copy all the new organization into the working database files. The Sunday School promotion task can be started as early as desired after April 1. Newly enrolled Sunday School members can be added to the SSPROMOTE file automatically and assigned to new classes individually after the process has begun. I recommend beginning the promotion process the first of September so that up-to-date class rosters can be prepared for the new year and validated as early as possible. Some potential sources of problems in this area are missing dates of birth or school grades. Try to get this information as complete and accurate as possible before beginning the promotion process.

As changes are made (or new workers added) to the NOMINATE file, the new assignments can automatically be entered in the SSPROMOTE file by running the

Main Menu->Sunday School->Promotion->
List Church Workers for Coming Year
This will print a report of the new workers (with a note field well suited for nominating committee work) and run various audits, including copying the worker assignments into the SSPROMOTE file.  

4.6.2 Initialize SSPROMOTE.DBF Working File for New Class Assignments.

The Sunday School Promotion File Management Menu is somewhat different from any other menu in the system. It represents an attempt to automate the promotion process as much as possible. However, there are so many ``local options'' and variations in how departments and classes are set up that there will always have to be some manual adjustment of the automated assignments. Allow plenty of time for this activity-you should begin around the middle of August, or as soon as your new organization is defined.

From this menu, a series of six tasks (1-6) may be run, either all at once or one at a time. They must be run in sequence. In addition, a set of manual tasks (A-G) may be run at any time. All these tasks deal with the SSPROMOTE file, which is the working file that reflects class assignments for each member for the new year.

Entering a number such as 3 will run each task from the last run task up to the number entered. The system will remember the last task you ran (indicated at the top of the screen) and take up where you left off when you are ready to proceed. The most useful feature of this design is that you can run tasks 1, 2, and 3 (by entering 3), then make manual adjustments in such things as school grade, hour, and grouping preference for individuals before proceeding with task 4 (assignment to departments). You can also BROWSE the file at any point to review what you have.

You can start over at any time, but you will lose any manual adjustments you have made up to that point as the SSPROMOTE file is re-created from MEMSHIP. You will receive a warning on the screen when this is about to occur.

The six sequential tasks are:

  1. Create PROMOTE file from MEMSHIP File; Update ages and grades as of 10/1.

    This task copies the current MEMSHIP file into PROMOTE.DBF, and then begins the promotion process by adding one to each grade (taking care of promoting P5 into grade 1 and grade 12 into adult). It also calculates each person's age as of 10/1 of the new year in preparation for automated assignments.

    You will be asked


    Run SSSORT to initialize HOUR and GROUP fields? (Y/N)

    If you answer Y, the SSSORT program will be run to set the HOUR and GROUP fields for each member in the SSPROMOTE file to correspond with the value of these fields in the current year's department. You should first make sure that all the departments have the correct HOUR and SEX GROUPING fields entered in the CHWORKER file (accessible from Main Menu->Worker->Administer; see the section Sunday School Organization in CHURCH DATA INITIALIZATION in this documentation).

    In addition, the SSSORT.PRG program file will most likely have to be modified each year to reflect changes in your class assignments (REQUIRES KNOWLEDGE OF dBASE PROGRAMMING AND FOXPRO DEVELOPMENT LICENSE). Use the supplied SSSORT.PRG as a start, and consider

    Preschoolers moving into first grade (GROUP goes from P to C)

    Youth moving into singles classes (GROUP goes from C to S)

    Reorganization of classes (F and M moving to C or vice versa; classes offered at only a single hour; etc.)

    Other local changes

    If no dBASE programmer is available, you can run the SSSORT program as supplied and make any necessary manual changes later.

  2. Assign Workers to classes from NOMINATE

    The new year's workers are copied in from the NOMINATE file. Their ages are marked internally as WW to prevent automatic assignment.

  3. Adjust spouse ages to younger of two

    So that husband and wife are assigned to the same department, this temporary adjustment is made.

  4. Assign pupils to departments

    This assignment is made based on the following:

    The pupil's age (or grade) as calculated above.

    The starting age (grade) for each department as entered in the NOMINATE screen.

    The pupil's preference for Sunday School hour as entered in SSPROMOTE (either from last year's entry, from A - Make Manual Adjustments, or from the sorting program described below).

    The pupil's preference for the class grouping as follows:

    P - Preschool
    C - Coed (or children)
    S - Singles
    M - Men's Class
    F - Ladies' Class

    This information is taken from the SSPROMOTE (either from last year's entry, from A - Make Manual Adjustments, or from the sorting program described below)

    The grouping for each department as entered in the NOMINATE screen.

    This process must be checked and fine-tuned by manual changes (see below). Among other things, pupils for whom valid birth years or school grades are not available cannot be automatically assigned. The promotion program assumes all pupils advance in school grade and that all five-year-old (P5) preschoolers enter first grade; exceptions must be individually adjusted.

  5. Assign pupils to classes

    This function does not currently work very well; using it as designed is quite complicated. For now, it works reasonably if you have only a single class per department (or choose to list your classes as separate departments in the organization file). Otherwise, you will have to make sure class assignments within a department are correct by running a report and making any necessary manual adjustments.

  6. Final adjustment

    This step recalculates correct ages and cleans everything up before final transfer takes place.

The tasks which can be dome at any time are:

  1. Make manual adjustments in class assignments

    This is the supported way of fine-tuning the new class and department assignments.

  2. Print current class lists

    This prints classes in a different format than the Rosters, Print New function from the Promotion Menu. You should use this version for early checking of class assignments, since it looks only at the SSPROMOTE file and is not driven from the NOMINATE file. Later rosters to be distributed to new workers can be printed from the Promotion Menu in the more familiar format.

  3. Print changes in SS Department from current assignment

    This report can be used as an audit, or to allow notification of class changes to be sent out.

  4. Make changes pending in MEMSHIP file

    When the new class assignments are ready, run this task to copy them into a ``pending'' area in the master membership file.

    IMPORTANT: this task must be run before the final transfer from the Sunday School Promotion Menu is run. This task may be run repeatedly; each time it is run, the current SSPROMOTE information will overwrite the previous information in MEMSHIP.

  5. Summary Enrollment Report

    This selection will produce a list of all current department assignments with a summary of enrollment, average attendance projection, and active members (i.e., members who have attended at least once during the past year).

  6. Update SSPROMOTE with MEMSHIP changes/additions

    This selection will audit the indicated files for discrepancies. It will automatically add to SSPROMOTE any Sunday School members found in MEMSHIP who are not in SSPROMOTE, and print a listing of any members found in SSPROMOTE who are not in MEMSHIP. This function is useful for keeping your SSPROMOTE file up to date as new members are enrolled late in the year.

  7. BROWSE/Print

    This selection will open a BROWSE window in which you can scroll the SSPROMOTE file in order of hour, grouping preference, and individual age/grade. Modifications can be made to this file. On closing the BROWSE window (hit <escape>, <control-end>, or <control-W>, you will be asked if you wish to print a copy of the entire file ordered as in the BROWSE window. I find this listing to be a good worksheet for marking corrections to SSPROMOTE for later manual entry (using selection A on this menu).

 

4.6.3 Make Manual Adjustments in Department and Class Assignments.

This screen operates on the SSPROMOTE file, allowing you to rapidly change information about new class assignments. Additional information is displayed only (cannot be modified) to help in making these assignments. The operation is similar to the regular membership administration screens.

If new information is obtained for grade or birthdate, it may be entered directly into the current MEMSHIP file at this time by using the Open selection. This will open the membership record of the currently selected person and allow modifications.  

4.6.4 Print New Year's Class Rosters.

There are two ways of doing this. The first is from the SS Promotion Management Menu, task B. This should be used as an audit of the SSPROMOTE file, since it prints the entire file sorted by the NEWDEPT assignment. This report will show any departments assigned in error (typographical errors, etc.).

The second method is to use the entry

Main Menu->Sunday School->Promotion->Rosters

This report is in the same format as the normal class rosters. In addition, the program will allow you to automatically print one copy of the roster for each class worker, and will automatically run an audit report at the end of the roster print. Either individual departments and classes or the entire organization may be selected.  

4.6.5 Transfer New Department and Class Information to Current Files.

IMPORTANT: These steps must be run before printing the Sunday School rosters for the first Sunday of the new year. They will install the new Sunday School organization and assignments to allow normal Sunday School operation.

After the transfer of the attendance information from the last Sunday of the year, and before attendance sheets are printed for the first Sunday of the new year, the program

Main Menu->Sunday School->Promotion->
Transfer new SS dept/class back to MEMSHIP
must be run to finally install the new organization. First, make sure all assignments are as complete and accurate as possible. Second, run the List Workers option to update all worker assignments. The transfer operation results in updates of:

New Sunday School department and class assignments from SSPROMOTE copied into MEMSHIP

New school grade information from SSPROMOTE copied into MEMSHIP

New organization from NOMINATE copied into CHWORKER

Once this step is taken, the old year's information is no longer available (except in statistical reports). You should make sure MEMSHIP.DBF, SSPROMOTE.DBF, CHWORKER.DBF, and NOMINATE.DBF are backed up in case something goes wrong. (A copy of the previous year's CHWORKER.DBF is automatically saved in CHWORKER.SAV.)  

4.7 PROSPECT DATA OPERATIONS

Prospect File support is one of the strengths of the Church Data System. It provides the following features:

Easy preparation of an up-to-date prospect list for any Sunday School department;

Preparation of a visitation assignment form for any individual with an up-to-date record of all visits to any member of the family;

Easy assessment of the history of a prospect's cultivation.

Prospects from all sources should be entered into the Prospect data base. This can be accomplished from either


Main Menu->Prospect Menu->Administration

or, if you are entering Sunday School records, the same form is located at


Main Menu->Sunday School->Attendance->(G) Prospect Administration

There are various reports and data entry forms, which can be adapted to the procedures adopted by your church. This section will describe one approach to using the capabilities of the system.  

4.7.1 Enter Prospect Data.

Prospect data is entered identically to Membership data (see above). Two fields are different in operation: PROSPECT SOURCE and TYPE. A ? in either will activate a popup menu with a list of keys, which you may choose to modify to match your local conventions. Use the <up-arrow> and <down-arrow> keys to highlight the desired field in the pop-up window and hit <enter> to return the selected letter to the form (or just hit the desired letter in the pop-up).

The COMMENTS field is used to record a limited amount of initial data (generally how prospect was obtained). Additional information may be recorded at entry time (or later) by making an administrative VISIT record.

To record information concerning visits, enter V. This will bring up a screen showing the most recent visit record (or indicating no records exist). Enter A to add a new record. Enter the names of visitors (ADMIN for administrative information), check the date of the visit (defaults to today), and enter the results of the visit in the memo window provided. The FOXPRO memo facility allows you to enter as lengthy a report as desired. The window will automatically scroll and wrap words at the margins to accommodate your typing. To end entry of the visit record, hit <control W>. To return to the prospect record itself, enter Q.

To print a visitation assignment (including the prospect record and all visitation records to that family), enter P from the prospect entry form.  

4.7.2 Print Sunday School Class Prospect Lists.


Main Menu->Prospect/Visitor Menu->S. S. Dept Lists

From this menu, you can print prospect lists with name, address, phone, etc., for all prospects assigned to an individual Sunday School department (or all departments).  

4.7.3 Print Visitation Assignment Cards.


Main Menu->Prospect/Visitor Menu->Print Visitation Cards

First, select Visitation Cards to be printed. (This menu is also used to generate PEOPLE files from the Prospect File, which can then be used to print forms, mailing labels, etc.)

You may select prospects to be printed by:

  1. A-All prospects in computer.

  2. D-All prospects entered after the specified date.

  3. L-all prospects for a specified ZIP code or city name. This is good for selecting visitation assignments for a certain area.

  4. S-all prospects for a specified Sunday School department.

  5. T-all prospects of a given type (entered in the type field on the Prospect Administration form). This is a good way to select evangelistic prospects, if you are consistent in entering a particular type flag for all such prospects.

  6. V-all prospects visited on a specific date. This should probably accept a range of dates, but for now it is useful to pick up prospects visited on a specific regular visitation date (i.e., two months ago).

The original program required special 3x7 inch card stock for visitation reports. Because this was difficult to obtain, and because regular paper offered more space for results of visits (now that memo fields allow more data to be entered), I changed this to use regular 8-1/2 by 11 inch paper.

A sample visitation assignment form, along with explanation of the fields in the report, is included as APPENDIX ??. The form is given to the assigned visitor, who is asked to correct any changed information and provide a report of the results of the new visit, which will then be added to the prospect record.  

4.7.4 Enter Visitation Results.


Main Menu->Prospect/Visitor Menu->Administer Prospect Data

See above description for details. Outline of procedure is:

  1. Search for prospect by Name (or FUN-SUB number).

  2. Enter V to add visitation record.

  3. Enter names of visitors, date of visit, type of prospect.

  4. Enter results of visit in memo field, using <control W> to end entry.

  5. Enter Q to return to Prospect Administration and search for next prospect.

 

4.7.5 Print Prospect Report Summaries.


Main Menu->Prospect/Visitor Menu->Print Reports

From this menu, you may select lists of (A) prospect data ordered by name or (B) by date entered. Selection of (C) (print prospect list with visitation reports) will print a summary of the entire prospect and visitation databases. Selection of (D) allows you to print visitation assignment forms from a preselected PEOPLE file.  

4.7.6 Administrative Actions.

As you enroll or delete prospects, the visitation database will accumulate outdated visitation records for those who are no longer prospects. These should be periodically removed to save space and prevent problems if a FUN number is later reassigned to a new prospect. This is done from the System Administration Menu:


Main Menu->System Administration->Purge Visitation File

From this menu, you may also remove all records of visitation dated before a specified date. The system will inform you how many records of individual visits have been removed by your request.  

4.8 PEOPLE FILE OPERATIONS

PEOPLE files are among the most useful and powerful features provided by the CHURCH system. A PEOPLE file is a list of data for people satisfying specific search criteria, collected from the MEMSHIP or PROSPECT files, stored in the format of the MEMSHIP database file. From these selected lists of people, you may produce various printed reports or mailing labels. For example, you may use a PEOPLE file to:

Print a list of all members with birthdays in March.

Print mailing labels for all boys in fourth through sixth grade.

Print a telephone calling sheet for all single adults in the church (or Sunday School).

Print a list of all prospects who have not been visited in the last four weeks.

Print a list of all unsaved prospects (or Sunday School members) over the age of 10.

You may have up to nine PEOPLE files on your disk at the same time (however, you should remove out-of-date PEOPLE files to conserve disk space). PEOPLE files are named PEOPLE, PEOPLE, .^.^., PEOPLE. (There is one auxiliary PEOPLE file, named PEOPLEX, used for some special applications.)

A new menu has been recently added to consolidate all the PEOPLE file operations into one place. These operations are all also available under other menus in the CHURCH system; it does not matter which menu tree you use to get to the function. I believe you will find it more convenient to use PEOPLE files from within this new menu, however.

To enter the PEOPLE File Menu, simply enter


Main Menu->E--PEOPLE File Operations

 

4.8.1 Common PEOPLE file Selection.

In almost every operation involving PEOPLE files, you will be asked to select which PEOPLE file you wish to use. You will be given a list of currently defined PEOPLE files, with the date of creation, the initials of the person who created it, and the description provided at the time of creation (which hopefully gives a hint about the contents of the file). To create a new file, you may choose any PEOPLE file marked DELETED and proceed to fill it with your new data. If you choose an existing PEOPLE file, you will be asked if you really want to overwrite the data in it with your new data. In either case, you will be asked for your initials as a tag to keep track of who created the file.  

4.8.2 Creating PEOPLE Files.

The first step in using a PEOPLE file is to decide how you wish to select the people to be included. If you want members of the Sunday School or church, use the Member Selection Form; if you want prospects, use the Prospect Selection Form. These forms allow you to select members and prospects, respectively, who meet your chosen criteria. The selected people will be written to the PEOPLE file of your choice.

The Member Selection Form is really a checklist which allows you to check one or more search criteria for selecting people from the membership file. Enter it by:

Main Menu->E--PEOPLE File Operations->
(1)--Create PEOPLE File from Member Selection

You may choose one or more selection criteria by entering an X in the column to the left of the desired criterion. For example, to select all single males over age 18, you would place an X in front of AGE, SEX, and MARITAL STATUS. Hopefully the list of choices is sufficient to meet your needs. If you find ongoing need for other choices, please let me know.

After you have entered all the Xs desired, hit <control end> (or just hit <enter> until you leave the form). At this point you will be led through a question-answer dialog depending on what choices you have made.

The first two questions are always the same, and you can almost always use the default answer (just hit <enter>). First, you will be asked

When a cross-referenced type member is encountered do
you want ALPHABETIC (HH=A) or FAMILY (HH=F) listing?

The default answer is A, since that entry is used for Sunday
School attendance information. You must designate F in the
case you want Contribution Envelope information.

Second, you will be asked

Is this a FAMILY or INDIVIDUAL type selection?
Want FAMILY type selection? (Y/N)

The default answer is N, which gives an INDIVIDUAL selection
(all selected names are written to the PEOPLE file). If you want
only one name per family (for a mailout, e.g.), you may
answer Y to this question.

The remaining questions depend on the specific selection criteria
you have chosen. They are hopefully self-explanatory. One
potential point of confusion is the AGE dialog, which asks you


Age to be calculated as of what date?

The program must calculate ages from the birthdate information. If
you take the default answer (today's date), you will get age as of
today, which is often adequate. However, you may sometimes want to
calculate ages as of a specific future time, such as next October 1
(for Sunday School promotion) or next January 1 (for deacon
selection). You may enter the appropriate date to make these
calculations.

After you have answered all the questions, you will be asked

Will you be using this same SELECTION CRITERION on
a later occasion? If so, you can assign a SELECTOR
NAME to this selection for future reference and the
computer will assign it a NUMBER. With this arrangement
you can later use this same selection by simply entering
the number or the SELECTOR NAME.
Want to assign a SELECTOR NAME? (Y/N)

If this is a complex repetitive operation, you may wish to keep the selection
as a Selector Name. When you first enter the Member Selection Form,
you will be asked if you wish to use a previously defined selection;
at that point, you can list the existing Selector Names and choose
the one you wish. You will be asked the questions appropriate for
your selection criteria again (e.g., age ranges and as of what
date) so you can fine-tune your selection.
(You may delete any unwanted Selector Names from the computer at a
later time from the System (A)dministration->(S)earch
Definition File Administration form.)

At this point your search criteria will
be applied to the MEMSHIP file and all people matching your criteria
will be written to the selected PEOPLE file. You will see a screen
stating

The PEOPLE file has been created and sorted
alphabetically by name (FUN).
The quantity of people in the file is NNNN.
Do you want this file SORTED in any other order?

If additional sorting is required, you may do so now or answer
N at this point, check the names in the file (use BROWSE), and
sort later.

The Prospect Selection Form is a menu which provides a choice of
ways to select prospects.
Enter it by:

Main Menu->E--PEOPLE File Operations->
(2)--Create PEOPLE File from Prospect Selection

The orientation of the Prospect Selection Form is directed more toward supporting outreach visitation. Thus you may select all the prospects in a designated location (city or ZIP code), all who need a particular type of visit (type of prospect field), or most recently entered prospects. You may make multiple selections from this list; each group of people you select will be added to the current PEOPLE file until you enter Q to quit. The current total number of entries in the PEOPLE file is indicated at the top of the screen.

A hopefully useful selection criteria is by visitation date. This selection leads to another form providing a choice of selection:

This search assumes you are using the visitation reporting capability to record all visits in the Prospect Menu. A PEOPLE file selected from this form will typically be used to print visitation assignments.

The last method of selecting people to place in a PEOPLE file is simply to select individual names from the Name Search form; these names may then be added to the PEOPLEX file. Enter this NAMESEARCH form by:

Main Menu->E--PEOPLE File Operations->
(3)--Create PEOPLE File from Individual Names

Enter name (format LAST, FIRST) to be located from the MEMSHIP file in the NAME field. You may navigate Forward and Back or search for a new Name from the ACTION field. When you have located a name you wish to add to the PEOPLEX file, simply enter P in the ACTION field.

When you enter this form, the first time you hit P will result in the question


INITIALIZE PEOPLEX FILE? (Y/N/Q)

If you answer Y, all existing names will be erased from PEOPLEX and you can start with a fresh file. If you answer N, you may continue to add new names to the existing file.

The program will keep you informed about the current number of names in the file and the last name you entered.  

4.8.3 Browsing PEOPLE Files.

At any time, you may choose to BROWSE a PEOPLE file to view the names in it. Entering

Main Menu->E--PEOPLE File Operations->
(4)--BROWSE PEOPLE File
and selecting a file will place you in the FOXPRO browser. You may use the arrow keys, tabs, <page up> and <page down>, and other cursor motion keys (including the mouse) to move around the table and view all parts of the file.

In addition, you may select names for deletion (either <control U> while the name is selected or <left click> with the mouse at the left edge of the BROWSE window). The name will still display with a dot at the left edge to indicate its deleted status, and will not appear in your reports or labels.  

4.8.4 Sorting PEOPLE Files.

You may reorder the names in a PEOPLE file at the end of a Member Selection dialog or at any other time from the menu entry

Main Menu->E--PEOPLE File Operations->
(5)--Sort PEOPLE File

The Sorting Menu provides a variety of ways to order the names in the output from the file. To sort the names by Sunday School department, simply enter 05 in the selection box, followed by 99 to indicate you are finished. You may sort on more than one key, but will probably want to BROWSE your file afterwards to make sure you get what you want.

As an example, if you are sorting a PEOPLE file and first enter 10 (sex) and second enter 11 (marital status), you will get a list in the order

FD Female, Divorced
FM Female, Married
FS Female, Single
MD Male, Divorced
MM Male, Married
MS Male, Single

 

4.8.5 Printing Reports.

There are three basic types of report you may select from the PEOPLE file operations menu:

Main Menu->E--PEOPLE File Operations->
(6)--Print Report from PEOPLE file
The mini-master report is a fixed-format report that lists almost all information about each person in the file. A PEOPLE file should be sorted by FUN (the default) to make this report most useful (all family members listed together).

The visitation report is the same format as the mini-master report, but it is supplemented with all visitation reports for each family following the family mini-master listing. This is useful to print for a Sunday School class outreach leader, for instance, or to prepare visitation reports for special emphases.

Finally, you may format your own custom report (as well as save the definition for future use). This selection will lead you to the custom report definition form. The dialog for this form includes selecting the desired PEOPLE file and asking if you wish to use a previously defined format.

To help you make sure your report will fit across the width of a page, you will be shown a screen indicating page width in characters. The program will choose the type size automatically depending on your field selections. To ensure printing in the largest type (pica) on standard 8.5 inch paper, select no more than a total of 80 characters. The number of characters required for each field selection is indicated on the form, and the current total width will be updated as you select additional fields.

You may choose from the list of fields in any order. The example form shows the result of entering selections 27 (Birthdate), 16 (Name and address stacked, i.e., with name and address on three or four separate lines), and finally 22 (Home phone). This will produce a report 45 characters wide, including necessary spaces between columns.

Should you make a mistake or change your mind, you may enter 99 to cancel all your entries and start the report definition from column 1. When you are satisfied with your selection, enter 00 to accept the format and proceed to print it.

After accepting the form, you will be prompted for page break parameters; this function is not yet fully operational. You may also choose to print a one-to-six inch line at the end of each line of your report for notes or check-offs.

If you wish to save the format you have entered for future use, you may indicate a description by which you may identify the format at the very beginning of the custom print dialog. You may delete out-of-date formats at a later time from the System (A)dministration->(T)-Custom Print File Administration form.

You have the option of defining several custom print jobs at a time and then printing them as batch jobs. Simply answer the question

Want to print now or print later using BATCH MODE printing?
Print now? (Y/N)

as N and proceed to define additional custom format print jobs. When you have entered the last one and are ready to print all your defined jobs, answer the question Y. Pending jobs can also be printed by entering the Batch Programs and Printing Menu from the Main Menu.  

4.8.6 Printing Labels.

Main Menu->E--PEOPLE File Operations->
(7)--Print Mailing Labels

The program provides two available formats for printing mailing labels from PEOPLE files. The first is Regular General Mailout Format Labels, which operates identically to the General Mailout function but first substitutes your chosen PEOPLE file for the General Mailout file. This option allows you to do third class mail sorting by zip code, etc., as with the General Mailout.

The second option allows you to define and print custom labels, specifying the size (normally A=1x3.5 inch labels, A=5 lines, A=10 characters per inch) and the line contents from the list

A Address
B Blank Line
C Carrier Route Information
M Custom Message
N Name
P Phone Number

(Note that you must specify A for address on three consecutive lines, and that every line of the label must be specified).

The typical label will be formatted

N Message (or B for blank)
N Name
A Address
A Address
A Address

After defining the label, you will be asked to fill in the messages for any lines you have so designated.

NOTE that you may choose to print custom labels from this program that contain nothing but message lines, so that you can print any special labels you wish. If you include only Message and Blank lines, you will be asked how many copies of the label you wish to print.

When your label is specified, you may print test patterns to set up the label stock in the printer and then print your custom labels.  

4.8.7 General PEOPLE File Administration.

The final PEOPLE File Operations Menu selection is a general purpose PEOPLE File Administration menu, which allows you to

  1. Modify the description of a PEOPLE file

  2. Delete a PEOPLE file

  3. Merge two PEOPLE files into one file

  4. Rename a PEOPLE file to GMWORK (should not be necessary)

  5. View a PEOPLE file (can use to print the file using <control print screen>)

 

4.9 OFFICE OPERATIONS

 

4.9.1 Mailing Lists.

(See Examples). A General Mailout list will pick up all members with GM4 indicated in the Personal Profile field, as well as optionally all Prospects, Former Members, and General Mailing entries with the GM4 designation.

Custom labels can also be printed, including name tags, special text labels (use Message designation for each line on the label to enter your own text), and other information. The program will optionally add ``AND MRS'' for married male Head of House records.

It is easy to print labels for Youth mailouts from


Main Menu->Membership->Mailing Labels->Youth

All youth (7-12 graders) from the membership and prospect files will be included.

For children and preschoolers, it is possible to print mailing labels (and reports) for all children (members and prospects) or address a letter to the parent of each child (determined by FUN assignments as long as the parents are in the database). This requires running a ``user defined program'' provided with the CHURCH package. To do this:


Main Menu->System Administration->Run

and enter CHILDRPT (for children) or PRESRPT (for preschool) in the window provided. The menu dialogue will prompt you for details of what you wish to do.  

4.9.2 Mail-Merge Operations.


Main Menu->Mailing Labels->Mail-Merge

will convert a PEOPLE file into a WordStar mail-merge file.  

4.10 NOMINATING COMMITTEE OPERATIONS

You may begin nominating committee operations any time between April and September. To do so, enter


Main Menu->Nominating Committee

and the current church organization file (CHWORKER.DBF) will be copied to the nominating committee work file (NOMINATE.DBF). At this point, you have effectively split out next year's organization and staff into the NOMINATE file, where you can modify it and populate it with new workers without affecting your current year's organization. At the start of the new church year, running the Sunday School Transfer operation will move CHWORKER.DBF to CHWORKER.SAV, then move NOMINATE.DBF to CHWORKER.DBF, and you will be ready to operate with the new organization and staff.*

____________________

*
.ft I Should you choose not to use the Sunday School Promotion option, you may manually copy the file NOMINATE.DBF to CHWORKER.DBF before running the Sunday School attendance rosters for the first Sunday of the new year. In this case, the Sunday School assignments of members must be updated manually from the Member Administration form.
 

4.10.1 Nominating Committee Menu.

The Nominating Committee Menu allows administration of nominating committee work for all organizations. The Administration form is quite similar to the Worker Administration form, with the addition of some attempt to automate voting procedures. The Print capability will produce nominating committee work sheets with lines for annotations (assignments, results, etc.).

The automation of voting status is not entirely tested. The concept is that an APPROVAL field is provided on the Administration form. This field is changed by entering (V)ote (hitting the V key). Each time (V)ote is entered on a particular position, the APPROVAL field changes as follows:

First (V) entry:
APPROVAL is changed to C to indicate Nominating Committee approval of the indicated worker.

Second (V) entry:
You are prompted for the date (format mm-dd) of church approval of the indicated worker. For most positions, this is the end of the voting process.

Third (V) entry:
APPROVAL is changed to R to indicate no approval is required (useful for pastor and other staff positions).

Fourth (V) entry:
APPROVAL is changed to its initial blank state (start over).

The Menu entry Vote Pending will print a list of positions not yet voted on (useful for preparing nominating committee reports for business meetings).  

4.11 DEACON MINISTRY OPERATIONS

The Deacon subsystem will automate a great deal of your Deacon Family Ministry Plan administration. To set it up, perform the following steps:

  1. Enter deacons into deacon database

    Main Menu->Deacons->Administer

    All that is necessary is to enter A to add each deacon. A sequential deacon number will be assigned automatically. Enter the deacon status (hit <F1> for a help window from this form; A means active). Enter the year the deacon's term of office expires in the appropriate window. You may optionally use this form to record deacon subcommittee assignments; the ones understood by the report programs are indicated on the help screen for that field. You may enter other committee abbreviations, but they will not appear on the report. After exiting the input screen for each entry or change, you will be put into the ``search by name'' mode to select the name of the deacon.

  2. Enter deacon status into membership database in Personal Profile field. This is a code from the list:

    DC1 Active Deacon
    DC2 Inactive Deacon
    DC3 Ordained Deacon in another church

  3. If family assignments are already established, you must enter the deacon number assigned to each family in the Deacon field in the Membership record of each Head of House.

    If your deacons are willing to change their family assignments, a program is supplied which will automatically assign families in geographical proximity to each deacon or assign families based on deacon Sunday School class assignments (see below).

  4. Various reports are then available to support the Deacon Ministry.

 

4.11.1 Deacon Reports.

The following reports can be printed from the Deacon Menu:  

4.11.1.1 Chairman of Deacons Master List.

This report lists each member of the church, alphabetically, with deacon assignment. It is used by the Chairman of Deacons, church staff, or others to quickly discover deacon assignments.  

4.11.1.2 Deacon Name and Status.

Most deacon reports and entry in the MEMSHIP file are based on deacon number. This report gives a reference list of all deacons, their assigned numbers, and their status. You are asked to select ordering by name, status, or number.  

4.11.1.3 List Family Names.

This report can be obtained for a range of deacons (from one to all) based on deacon number. A separate report is generated for each deacon selected, listing the head of house for each family assigned to the deacon. This provides a good concise reference for family assignments.  

4.11.1.4 Mini-Master Listing.

This report can be obtained for a range of deacons (from one to all) based on deacon number. A separate report is generated for each deacon selected, listing detailed information for each family member assigned to the deacon. Among the included information is church and Sunday School relationships, Sunday School assignment, age, birthday, and anniversary for each family member. This is a more complete (hence longer) form of the above report.

This report also includes an audit report listing any church members with missing or incorrect deacon assignments.  

4.11.1.5 Number of Families per Deacon.

This report lists all deacons with the current number of family assignments. It may be useful as an aid in assigning new church members to deacons fairly.  

4.11.1.6 Audit Deacon File.

This report compares the deacon file with the deacon assignments in the MEMSHIP Personal Profile field and reports any discrepancies found. Each deacon should have an entry in the deacon file as well as a DC# code in the Personal Profile field, as outlined above.  

4.11.2 Family Assignments.

The accuracy of the deacon reports is totally dependent on accurate deacon assignments in the MEMSHIP file. Two programs are provided to help keep this assignment up to date.  

4.11.2.1 Geographic Assignments.

Deacons may be automatically assigned based on geographic location. This operation uses the MAP field in the membership records. Ideally, you may use a master map to enter map sector coordinates into this field for each member (such as C4 or names of sections of town). An easier approach is to simply use the ZIP code for this map field. Based on the contents of this field, the deacons are assigned families by preference in the same geographic area. The program attempts to be as fair as possible in distributing close and distant families to each deacon.

If you wish to assign the ZIP code to the map field, an administrative program is provided which you can run by entering


Main Menu->System Administration->Run Program

Enter ZIPCOPY in the window provided by this screen. ZIP codes will then be copied into the MAP field for each entry in the MEMSHIP file.

WARNING! Make sure the Deacon file reflects correct STATUS (Active/Rotate) for the coming new year.

There are two ways to assign families to deacons by geographic area: (1) reassign all Families; (2) let current deacons keep their families and reassign only those families associated with deacons who are rotating off. Reassign these families to the new deacons coming on. If you want all families reassigned, mark all active deacons in the DEACON file with STATUS = A. If you want to avoid reassigning the families of present deacons, leave all present deacons marked with STATUS = A (upper case), but mark all NEW deacons with STATUS = a (lower case). This will result in all families assigned to non-active deacons being redistributed among the new deacons.

To actually make the deacon assignments, run


Main Menu->Deacons->X Automatic Deacon Assignment

and indicate assignment by geographic Area.  

4.11.2.2 Sunday School Based Assignments.

Deacons may be automatically assigned based on Sunday School class deacon assignments. In this case, a deacon is assigned to (one or more) adult Sunday School classes, and each family whose Head of House is enrolled in that class is assigned to that deacon.

To set up this procedure,

  1. Make sure every adult Sunday School class in the worker file has the assigned deacon listed for the class with the DXA entry (or other appropriate symbol beginning with D) in the worker class field. For instance, an adult class with department symbol ABM1 should have a deacon with department and class symbol ABM1=DMA in the worker file.

  2. Make sure each active deacon is listed in the deacon file with the status A.

  3. Begin the automatic assignment by entering


    Main Menu->Deacons->X Automatic Deacon Assignment

    and indicate assignment by Sunday School Class.

    Assignments will be made based on the Sunday School class assignments of the head of house of each family. The program allows you to assign a default deacon number for youth, children, or preschoolers whose parents are not enrolled in Sunday School. If a default is not chosen, no deacon will be assigned to these individuals. Any Sunday School members who are not assigned to a deacon following the procedure are listed on the printer. Typically these are children whose parents are not Sunday School members. They should be assigned a deacon individually by entering the deacon number in their membership file record.

 

4.12 DISCIPLESHIP TRAINING OPERATIONS

This code is newly verified and not yet complete. It should work well enough to keep accurate records of weekly training courses, but is deficient in reporting and statistical summaries.

The Discipleship Training subsystem is accessed by:


Main Menu->Training (D. T. Attendance)

The regular operations are quite similar to Sunday School operations:

  1. Define Discipleship Training organization in the Worker file using the organization key T. Only department symbols are used for D.T. units (any class symbols are ignored). The department serial numbers are totally independent from the Sunday School numbering. Each D.T. department must have a sub-number 22 record defined identifying the department director (or lead teacher).

  2. Print D.T. rosters from

    Main Menu->Training (D. T. Attendance)->Rosters

  3. Enter member's Discipleship Training organization, using either the Membership Administration form or the Name Search Menu item under the Training Menu. To use the Membership Administration form, search for the desired member, enter Change followed by I (for supplemental information) to access the D.T. field.

  4. Print weekly attendance rosters from

    Main Menu->Training (D. T. Attendance)->Attendance Rosters

  5. Post weekly attendance from

    Main Menu->Training (D. T. Attendance)->Post Attendance

  6. Print weekly counts from

    Main Menu->Training (D. T. Attendance)->Counts

  7. Transfer the final attendance data to the membership form by

    Main Menu->Training (D. T. Attendance)->Transfer Attendance

 

4.12.1 Technical Details.

The Discipleship Training data is contained in the MEMSUPL1.DBF data base, keyed to MEMSHIP.DBF on the MEMNUM field. The data includes the D.T. Department, past six weeks attendance, and year-to-date attendance. For proper operation, it is necessary that each member have a unique and unchanging MEMNUM key. The key is assigned at entry time and should never be changed. An audit for uniqueness of this field is provided under Membership Administration->ad(M)in->(A)udit.  

4.13 CONTRIBUTION OPERATIONS

The contribution operations subsystem supports:

  1. Automatic assignment of envelope numbers and printing envelope box labels.

  2. Posting member contributions (by name or envelope number).

  3. Printing quarterly and annual statements of contributions.

This subsystem does not deal with accounts receivable or payable, track bank deposits, or address general financial operations in any way. Currently three reports are provided, indicating numbers of members in various categories of giving (i.e., numbers or percentages of members whose giving lies in a range of values such as $100 to $200).

IMPORTANT: This subsystem is protected with a password to deny access to other than authorized individuals. However, the database files are accessible to anyone who has physical access to the computer and is knowledgeable about dBASE functionality. Make sure you consider the security and liability implications before you implement or rely on this system. You may well decide to keep parallel paper and computer records for a quarter before cutting over to the computerized system. Remember, the best computer security is physical security, i.e., restricting physical access to the computer to authorized individuals.

The basic operations for member contributions are:

  1. Annually: Assign envelope numbers to each member. This can be done manually by entering the envelope number in the appropriate field for each member under Membership Administration. It can be automatically done as described below. The program will print labels to affix to boxes of envelopes as well as mailing labels for envelope delivery (by mail, Sunday School class, or deacon). Weekly: post each offering envelope (envelope number, amount for general budget, building fund, and any designated offerings). Posting can be edited until the week is closed out, but cannot be changed (except by using dBASE utilities to change the accounting files) after the week is closed.

  2. During the first month of the quarter: audit the accumulated accounting files and print member statements of contributions and mailing labels.

  3. During the first month of the new year: run the audit and print the annual statements.

In addition, individuals who are not recorded in the MEMSHIP file but who contribute to the church may be tracked as special contributors. The system will allow recording of name and address information in a separate contributors file. Contributions by these individuals may be posted weekly for as long as desired (until the end of the year). However, no statements will be printed for these members. At some point during the year, they may be added to the MEMSHIP file, assigned an envelope number, and the contribution Special Menu will allow accounting the giving history of that individual to the new envelope number. This capability might be used, for instance, for new people who begin contributing before they are enrolled in Sunday School or entered in the MEMSHIP file for other reasons.

IMPORTANT: Accurate contribution reporting depends on proper maintenance of membership records. In particular, it is important that information for anyone who has contributed during the past year be available when the annual statements are printed. The MEMSAVE.DBF file records sufficient information about changes during the year to allow tracking any changes. To prevent problems (typically FUN-SUB numbers which cannot be located), make sure your procedures include:

  1. Never delete a church member (or anyone with a valid envelope assignment) from the membership file; instead, transfer them to the former member file.

  2. Make sure all FUN-SUB changes are done from the forms provided. Never change them from the administrative BROWSE window or from other Fox or dBASE programs, and change only one FUN-SUB number at a time from the audit BROWSE windows.

The contribution subsystem is entered by


Main Menu->Contributions

The system will respond with a request for a password. The correct password must be entered and the <enter> key pressed before proceeding. No echo is returned to the screen, and the entry is case sensitive. The backspace key is functional for editing, but no echo feedback is provided. For the current password, contact the author.

The Contribution Menu is shown in Figure 23.

 

4.13.1 Weekly Posting.

Member contributions are posted each week from the envelops by accessing the posting screen:


Main Menu->Contributions->Post

MAKE SURE YOU HAVE CORRECTLY POSTED ALL CONTRIBUTIONS BEFORE CLOSING OUT THE WEEK! While you may delay posting contributions for several weeks, all of the contributions for a given week must be posted and closed out before you may begin posting the following week's contributions. Also note that you may make corrections to posted contributions only until the week is closed out; once the closing is done, the information is permanently recorded.  

4.13.1.1 Regular Contributions.

To post regular contributions:

  1. Main Menu->Contributions->Post->Regular Contributions

  2. Enter envelope number to be posted. (If the envelope number is unknown, simply hit <enter> in the envelope field and enter the name in standard LAST, FIRST format in the NAME field. You may use the right and left arrow keys to search forward and backward names if the correct name is not found immediately. Only those names assigned envelope numbers will appear.)

  3. Enter the amounts from the envelope. The first amount window corresponds to regular budget; the second amount window is building fund; and the third amount window can be used for other designated offerings. One of the two-letter designated fund keys displayed at the bottom of the screen must be entered to describe any designated offering (see below).

    If you are entering only a regular budget offering, you may either hit <enter> three more times or hit <control-end> to proceed to entering the next envelope.

 

4.13.1.2 Special Contributions.

In this case, ``special contributions'' refers to contributions from persons who are not assigned envelopes. These may be visitors who are in the process of becoming regular contributors, one-time givers of special offerings, etc. You may decide on a policy of how to use this facility based on your church's needs. The intent is that at some future point, the names entered as ``special contributors'' will be entered into the MEMSHIP file and have envelope numbers assigned; at that point, their previous ``special'' giving can be converted to the new envelope number and additional offerings tracked normally.

IMPORTANT: No statements will be printed except for persons assigned envelope numbers in the MEMSHIP file. The ``special'' category is designed only for temporary posting before the MEMSHIP entry can be made. It is quite possible for ``special'' entries to be made for a time and no further action taken (i.e., the name is never assigned an envelope number). There is no problem in doing this, but a statement of contributions for that individual will never be printed. The information in this file is totally separate from other files (MEMSHIP and PROSPECT).

Typical use of Special Contributions entries is as follows:

  1. You receive an offering envelope with the name of a visitor filled in and wish to record the contribution. Enter the Special Contributions Form by:


    Main Menu->Contributions->Post->Special Contributions

    You may also enter this same form from the Regular Contributions form by entering <F6> (when you have no member open for posting).

  2. Enter A to Add the new information. Only a name is necessary; address information will be accepted to aid you in identifying the person for subsequent contributions. Either enter <control-end> or multiple <enter>s when you enter all the data for this individual.

  3. Enter P for Post to enter contribution data. You may enter the appropriate fund just as for regular contributions.

  4. Enter additional Special Contributions if desired. You may search for a previously entered name by entering S and the name to be searched for, or naviagate forward and back in the file by entering F and B.

  5. In the event of a posting error, you may edit Special Contribution entries for the current posting session only by entering M for adMin followed by E for Edit (see below for details).

  6. An envelope number may subsequently be assigned to this individual. For this to occur, the individual must be entered into the Membership file and the number assigned from the Membership subsystem. After this is done, the envelope number must also be entered from the Special Contributions form to associate any previously posted contributions with the correct person. To do this, find the person's name in the Special Contributions form and enter E for Envelope assignment. Enter the envelope number in the window opened at that point; the system will search the Membership file and display the person assigned to the envelope number that you have entered so that you can verify the assignment. If the envelope number is not found, or if you indicate that the entry found is not correct, the envelope assignment will be aborted.

    Before printing the quarterly statements (and after closing out any open posting session), you must move the Special Contributions to the posting file. To do this,


    Main Menu->Contributions->Move Special (Non-Member) Contributions

    From this menu, A puts you back in the Special Contributions form to Add envelope assignments, M for Move actually posts the Special Contributions which have envelope numbers assigned, and P will Print the current Special Contributions.

    Once the envelope number has been assigned and the Special Contributions moved, the individual should be deleted from the Special Contribution file file and treated as a regular contributor.

    Once the envelope number is properly assigned to the individual, you may enter future contributions using the Regular menu. The next statement of contributions will include both previously entered and posted special and subsequently entered regular contributions.

 

4.13.1.3 Auditing and Editing.

Until a particular posting week is closed out, you may edit the giving records to correct any errors.

Editing Regular Contributions:
At any time before closing, you may print a list of the current weekly postings by hitting <F8> on the posting screen. Any discrepancies may be corrected by locating the desired entry (enter the envelope number or name) and hitting <F4>, The right and left arrow keys may be used to scan through all entries associated with this envelope number. You may change any of the information, or you may hit <F9> to delete the entry entirely. When you are finished editing entries for that envelope number, hit <F10> to edit another or resume posting.

Editing Special Contributions:
Special Contributions for the current posting week may be edited by locating the contributor's name as though you were posting a new entry, then entering M (for adMin) and E (for Eedit). This will open the posted entries for editing.

All the currently posted entries will appear in a BROWSE window. In this window, you may move from field to field with the <tab> or arrow keys. To delete an entry, position the cursor in the line to be deleted and enter <control-U>. A dot will appear to the left of the line signifying that the entry is deleted. Hitting <control-U> again will toggle the deletion on and off.

To leave the BROWSE window and have your editing take effect, enter <control-end>.

Audits:
An audit of envelope number assignments in the MEMSHIP file can be made from the Posting Menu. It is very important that duplicate envelope numbers be avoided, and that numbers not be reassigned during the year. The audit will identify any duplicates, any missing numbers within the assigned sequence, and identify the history of any numbers with recent changes in assignment. The audit will not change any envelope number assignments; you should make any needed corrections in the membership file as soon as possible.  

4.13.1.4 Designated Account Administration.

Up to 75 designated accounts may be maintained by the system at any one time. These are listed alphabetically at the bottom of the posting screen. If more accounts are defined than will fit on the bottom of the screen, you may hit <F7> during posting to view the next screen of accounts.

If it is necessary to add a new account during posting, you may do so by selecting a new two-letter designation and entering it in the designated account window. The system will first prompt you to Re-enter the account designation (in case you mistyped the entry) or Add a new account. If you enter A to add an account, you will be asked to supply a short description of the account. You will also be asked to select which of five categories in which that account will be included for purposes of printing the statements:

1 Regular Budget
2 Building Fund
3 Missions
4 Revivals and/or Crusades
5 Other Designated

When the number of defined accounts approachs the limit, you will be warned to remove some accounts. To do this, use the System Administration Menu:


Main Menu->System Administration->Options

Bypass the first screen (church name and address) by hitting <escape> and select


6 -- CONTRIBUTIONS DESIGNATED FUNDS FILE

from the second screen. Select the accounts to be deleted using the up- and down-arrow keys and hit <control-U> to toggle the delete flag (a dot in front of the entry in the BROWSE window).* After your exit from the BROWSE window by hitting <control-W>, the flagged entries will be deleted.

____________________

*
.ft I You may also use your mouse to toggle this flag. To do so, click the left mouse button on the space immediately before the desired entry at the left side of the BROWSE window. You will see the delete flag appear.
 

4.13.2 Quarterly Audits and Statements.

Any time after posting the contributions from the last Sunday of the quarter, the contribution statements can be printed. These will be printed on standard 8(12 by 11 inch paper. The sequence of operations is as follows:


Main Menu->Contributions->Audit Contribution Files

The audit checks for changes in envelope number assignments and names made during the quarter, and attempts to credit all contributions to the correct accounts. The program will print a summary of its actions; review this carefully and check the indicated statements for accuracy.


Main Menu->Contributions->Statements

The actual statements are printed.


Main Menu->Contributions->Labels

A mailing label is printed corresponding to each statement. (Note that either the labels or the statements can be run first).  

4.13.3 Assigning Envelopes.

 

4.13.3.1 Manual Operation.

It is always possible to assign envelope numbers by hand. This may be the best approach, especially if you already have envelope numbers assigned. To do this, use the Membership Administration form, locate the desired name, and enter Change, E (in the first unlabeled field) to move directly to the envelope window, enter the envelope numbers, and enter <control-end> to close the form.

You may print a list of current envelope assignments by building a PEOPLE file. Enter Main Menu->E->1 to select members based on Contribution Envelope Number, (don't forget to specify F when asked for Family or Alphabetic entry, if you use these codes). You may then sort on envelope number and print the report from the PEOPLE file menu.

You may also print a set of labels for the current envelope assignments from the contribution menu:


Main Menu->Contributions->Envelope Labels (Current Year).

These labels will contain envelope number, name and address, and also the assigned deacon and Sunday School department information, so that you may use any of these methods for distribution of the envelopes.  

4.13.3.2 Automatic Envelope Assignment.

If you choose to re-assign envelopes each year, you may use this capability. The assignment of envelopes is a five-step process to allow you to start before the end of the year and not disturb the current assignments.

You may only work on envelope assignments during the last three months of the calendar year and after Sunday School promotion is completed. (This is because envelope assignment uses the same data field in the MEMSHIP file as does Sunday School promotion, the MISC7 field.) This should allow suffient time for the task.

To begin assignments, enter the New Envelope Menu by:


Main Menu->Contributions->New Envelope Numbers

The steps in the process are indicated on the menu.

  1. Determine who should have envelopes next year.
    Note that this action does not actually assign numbers, but simply marks those automatically selected to receive envelopes. You may then make any modifications you choose before assigning the actual numbers.

    You are given several options after selecting this menu item. You may choose to assign envelope numbers to all those contributing during the previous year or to all those attending Sunday School. If you choose either or both of these selection criteria, you may limit the assignments to only Head of House (HH is H, I, or C) or only to those currently having envelope assignments.

    If you select only Head of House assignment, then envelopes will be assigned to all those marked Head of House. Similarly, selecting only persons having current assignments will simply reassign envelope numbers in order (alphabetically) to those currently having assignments. (Note that the action of these last two selections is different depending on whether you choose either of the first two selections.)

    What is actually done when this program runs is to place either YES or NONE in a special field in the MEMSHIP file. While the program is active, you will see the extra field on the Membership form in the lower right corner, labeled NEW YEARS ENV#. You may change any of the assignments prior to assigning numbers by removing or adding the YES in this field.

  2. Give all ``YES'' people an envelope number.
    When you run this process, each person with YES in the NEW YEARS ENV# field will be assigned an envelope number beginning with number 1 in alphabetic order (actually FUN-SUB order). These numbers will then appear in the NEW YEARS ENV# field where they will not interfere with the current working envelope numbers. Again, you may edit the numbers in this field (or start over with step one) at any time before step 5.

  3. NASHVILLE-Create a file
    (OPTIONAL) This step will create a System Data Format file in the \CHURCH directory named MEMBERS.TXT containing envelope assignments, names, and addresses. This file may be copied to a floppy disk and sent to an envelope service for printing personalized envelopes. The format is as follows (field name followed by number of characters):

    New Envelope Number (8)
    Title (10)
    First Name (20)
    Last Name (15)
    Junior/Senior (3)
    Address (30)
    City (17)
    State (2)
    ZIP (5)
    Phone (7)
    Space (5)
    Date (6)

  4. Label-Print (for offering envelope boxes)
    This step will print a label for each new envelope assignment containing name, address, and envelope number, as well as Sunday School department and deacon number. These labels are to be affixed to the offering envelope boxes for mailing or personal distribution,

  5. Move new envelope number to ENVNO field in MEMSHIP.
    This is the final step in making the new envelope numbers effective for the new year; it should be run before posting any envelopes with the new assignments. Before running, make sure that all new envelope assignments are up to date.

    Part of this procedure will copy the old envelope number assignments to a file named CONAMEyy.DBF (where yy is the last two digits of the previous year) on a floppy disk in drive A: for backup purposes. It will also print a copy of the file.

 

4.13.4 File Schema.

 

4.13.5 Correcting Old Errors.

The system currently does not support any way to change a record once the week is closed out. This is consistent with accepted accounting practice, which does not allow changes without an audit trail. My suggestion is that you correct any old errors by making a new entry in the current week which will bring the account up to date. Another approach would be to print the account as is, then mark corrections in ink and initial them. Keep a paper copy of any supporting documentation in these cases.  

4.13.6 Reporting Capabilities.

Some preliminary reporting capability is provided which prints giving by category for a given quarter or for the year to date. Suggestions for additonal reports would be welcome.  

5. EXAMPLES

This section contains illustrative examples of how to perform some specific (and hopefully useful) tasks. Feel free to start with one of these procedures, then modify it to accomplish what you want.  

5.1 PRINT GENERAL MAILING LIST

A general mailing list consists of all names from the membership file with GM4 marked in the personal profile entry. Optionally, you may add all names marked with GM4 in the prospect file, the former member file, or the general mail (GMAIL) file.

  1. Main Menu->Membership->Mailing Labels->General Mailout

  2. Select mail class desired (enter 1, 2, or 3). First class selection will result in labels in simple ZIP code order. Second and third class selection will group labels to satisfy Post Office requirements for these mailings.

  3. You will always get labels for every name in the membership file which contains the GM4 flag in the PERSONAL PROFILE field.

    You may also optionally include all names containing GM4 in the PERSONAL PROFILE field in the former member, general mailout, and prospect files by entering X in the appropriate windows on this screen. If you don't wish to include these, simply hit <enter> for each window.

  4. The screen will indicate that selection and sorting is taking place.

  5. For second and third class mailings, you may select either C to print a report of counts in each category (for Post Office forms); L to actually print the labels; or R to begin printing labels at other than the beginning.

    This last case is used when a printer jam or label outage occurs and you must reprint the missing labels. Each label contains an initial serial number which can be used to indicate the starting point for printing.

  6. Make sure that the printer is on-line, loaded properly with one-across labels, and answer the normal printer dialog. Note that C is the entry for standard 3-1/2 by 15/16 inch labels.

  7. Enter Y to print test labels. When printing labels after loading label stock in the printer, it is generally necessary to print a test label several times to adjust the print image to fit exactly. I generally print two tests in a row to take up the slack in the tractor feed mechanism before answering N and proceeding with the label printout.

  8. When finished, with all labels printing properly, enter Q to return to the Mailout Menu.

 

5.2 PRINT SS CLASS REPORTS

Two useful types of Sunday School reports are class rosters and prospect lists. Class rosters contain complete address and phone information on each member, along with church relationship, birthdate, and other useful information. Prospect lists have similar information on prospects for each department.

  1. Main Menu->Sunday School->Rosters

  2. Normal Print Dialog

  3. WANT TO PRINT BIRTHDATES FOR ADULTS? (Y/N (answer Y or N).

  4. Choose specific Sunday School rosters to print or ALL. The ordering is the order in which the organization list (Main Menu->Worker->Print) is printed, which in turn is controlled by the Department Number field assigned to each department. Thus you can print all preschool departments by selecting from PRY5 to PRBB if your ordering is set up in the organization list as

    PRY5
    PRY4
    PRY3
    PRY2
    PRCT
    PRBB

    The CLASS selection will normally be ALL, unless you want only a single class of a specific department (e.g., AAC1 PXC).

  5. The next menu asks you to select DEPARTMENT, CLASS, or BOTH. This selection depends on how you have chosen to represent the organization of your Sunday School in the WORKER file. If you list each teaching unit as a separate department, you need select only the DEPARTMENT check-off. If you have classes split out within some departments, select BOTH.

To print prospect lists for a specific Sunday School department,

  1. Main Menu->Prospect->SS Department Lists

  2. Printer dialog is replaced by instructions to use standard 9-1/2 inch paper.

  3. Want To Print Prospects For All SS Departments or Just One? Select O (for one department)

  4. Enter the four-letter department code desired.

 

5.3 CHANGE SS CLASS ASSIGNMENT

To transfer an individual's Sunday School class assignment from one class to another, there are at least three possible approaches.

First, transfers can be accomplished on Sunday morning while inputing the roster information on the ``Post Sunday School Attendance'' form by searching for the name desired (hit <F3> and enter name), then hitting <F6> to change Sunday School info. (This key will allow changes to Sunday School department, class, and birthdate, the most likely information to change on Sunday morning based on my experience).

Second, transfers can be made at any time by changing the member's master record.

  1. Main Menu->Membership->Administer

  2. Search for desired name (hit S for search, N for name, enter name, hit <enter> twice).

  3. Enter C to change the record.

  4. In the ACTION window, enter S to go directly to the Sunday School assignment information.

  5. Enter new information.

  6. Hit <control end> to leave the change mode.

Third, you can edit Sunday School attendance information as well as the class assignment from the Name Search form.

  1. Main Menu->Sunday School->Attendance->Name Search

  2. Enter the desired name (use Forward and Back if required to get correct family member).

  3. Enter S to view and edit Sunday School attendance and class assignment information.

  4. Enter Q to return from name change form.

Once a class assignment is changed, the member's name will appear on the appropriate class roster the next time the attendance sheets are printed. In addition, the member will be flagged on the previous class attendance sheet as transferring out, and on the new class sheet as transferring in. The member's Sunday School attendance information is not affected by transferring to a new class.  

5.4 PRINT CHURCH DIRECTORY

The church directory is one of a number of ``batch'' jobs which can be scheduled from the Batch Menu. These are typically long print jobs which you may wish to set up to run all at the same time while the computer is not being used for other purposes. The program allows you to request a number of batch jobs, spools them to be run, then asks if you wish to run them now or wait until later.

  1. Main Menu->Batch Programs and Printing

  2. Normal printer dialog.

  3. Enter 8 for Church Telephone Directory.

  4. The menu will inform you that the job has been added to the batch queue. Hit <enter> to continue. You may add additional batch jobs at this time. Do not re-enter the Church Directory job, or you will get multiple copies of the directory printed.

  5. When all batch jobs have been requested, enter Q to leave the Batch Menu.

  6. Want to Start Printing Now? Answer Y if you wish to begin printing all selected batch jobs at this point. If you choose N, no printing will take place until you again enter the Batch Menu. At that point, you will be told that outstanding batch jobs remain and asked if you wish to review jobs to be printed, print them now, or cancel them.

NOTE: The proper printing of the church directory requires exact emulation of one of the printers supported by the program. If none of the supported printers matches your printer's capability, you may try changing the emulation mode of your printer. If this is not successful, you will have to edit the printer options program to provide the correct escape sequences expected by your printer.  

5.5 PRINT MAILING LABELS FOR SS CLASS MEMBERS AND PROSPECTS

This example demonstrates use of the PEOPLE file capability of the CHURCH program. This is a very powerful feature, but requires at least a high level understanding of the PEOPLE file concept.

A PEOPLE file is a list of data for specific people collected from the MEMSHIP or PROSPECT files, and in the format of the MEMSHIP data base file. You may have up to ten PEOPLE files on your disk at the same time (however, you should remove out-of-date PEOPLE files to conserve disk space). PEOPLE files are named PEOPLE1, PEOPLE2, ..., PEOPLE9 (There is one auxiliary PEOPLE file, named PEOPLEX, used for some special applications).

The basic concept is that a PEOPLE file is created by selecting desired people from either the MEMSHIP file by

Main Menu->Membership->Search, Select and Sort People->2 (Select)

or from the PROSPECT file by

Main Menu->Prospect->Print Prospect Cards and/or PEOPLE File Creation

Once a people file is populated with names of the individuals desired, it can be used to print various reports (on regular paper) or mailing labels (on label stock).

This example will demonstrate the following steps:

  1. Select all members of Sunday School Class to PEOPLE1

  2. Select all prospects for Sunday School Class to PEOPLE2

  3. Combine both PEOPLE1 and PEOPLE2 files into PEOPLE1

  4. Print mailing labels from PEOPLE1

 

5.5.1 Select all members of Sunday School Class to PEOPLE1.

  1. Main Menu->Membership->Search, Select and Sort People->2 (Select)

  2. Want to use a previously defined selection or enter NEW selection criteria? Enter N for now.

  3. Insert X before ``Sunday School Information'' field. Hit <enter> to get to bottom of form (or hit <control end>).

  4. Enter F for Family Listing. Hit <enter>.

  5. Enter W for Workers, P for Pupils Enter P.

  6. Enter department code (like ``AAC3'') in first selection window. Hit <enter> for all other fields.

  7. Want to Assign Selector Name? Enter N for now.

  8. Which PEOPLE file do you want? PEOPLE__ Enter 1 for this example (you may select another unused file).

  9. Enter your initials (to keep track of who owns what file).

  10. Enter a description of the contents of this file (like ``AAC3 CLASS'').

  11. Selecting the People. Will Now Put Them in PEOPLE1.

  12. Special Sorting? Enter N

  13. Selection/Sorting is Complete. Hit <enter>.

 

5.5.2 Select all prospects for Sunday School Class to PEOPLE2.

  1. Main Menu->Prospect->Print Prospect Cards and/or PEOPLE File Creation

  2. Enter P for PEOPLE File Creation.

  3. Select PEOPLE file (assume it's PEOPLE2).

  4. Select ``Sunday School Department''.

  5. Enter department code (like ``AAC3'').

 

5.5.3 Combine both PEOPLE1 and PEOPLE2 files into PEOPLE1.

  1. Main Menu->System Administration->PPEOPLE File Administration

  2. Enter your initials to identify the new PEOPLE files.

  3. Select M (Merge (Combine) two PEOPLE files).

  4. Enter 2 and 3 to select PEOPLE files to combine.

  5. Enter Description for new PEOPLE file.

  6. Result is placed in PEOPLE file 1, sorted by name. (If you want the labels sorted in other ways, you must run the Sort option.

 

5.5.4 Print mailing labels from PEOPLE1.

  1. Main Menu->Membership->Mailing List

  2. Enter C for Custom Labels.

  3. Answer the printer dialogue (note that C is the form length for standard label stock).

  4. Enter lines per inch (normally A for 6)

  5. Enter point size (normally A for 10)

  6. Enter the format of your label. For this example, we will use:

    M	Message
    N	Name
    A	Address
    A	Address
    A	Address
    

  7. Enter your message. For this example, ``SPECIAL INVITATION''.

  8. Which PEOPLE FILE Do You Want to Use? Enter 1.

  9. Want to Print a Test Pattern? For newly inserted label stock, it is a good idea to print test labels until the printer registration is exactly adjusted. Answer Y until you are satisfied with the printer adjustment, then answer N to print.

  10. Labels are printed.

 

5.6 UPDATE NEWLY MARRIED COUPLE

For this example, we assume that the couple are both already enrolled. This is a check list of fields to update in the data base. IMPORTANT: Do not simply add a new record to the husband's record and delete the previous record for the wife. This will result in loss of previous Sunday School attendance records and possibly lose contribution records as well.

  1. First, edit the wife's record. Change:

    Name

    Marital status should be M

    HH field should be blank

    Title

    Sunday School assignment

    Anniversary

    Remove any GM4 field in the Personal Profile.

    Change FUN to that of husband, SUB to 02.

  2. Next, edit the husband's record.

    Check that SUB is 01

    HH field should be H

    Update address and phone if required. Doing this will automatically update address of the wife; the phone number will be updated if she does not have a different phone number entry.

    Marital status should be M

    Sunday School assignment

    Anniversary

    Add GM4 to Personal Profile.

 

5.7 PRINT LIST OF ALL SINGLE ADULTS

To accomplish this task, we first select all members with age 18 or greater and single marital status, place them in a PEOPLE file, and print a report from this file.

  1. Main Menu->Membership->Select and Sort People->2 -- Select a group of people

  2. Enter X before the ``Age'' field and before the ``Marital Status'' field.

  3. Hit <enter> in response to the question, ``Age to be calculated as of what date?'' This indicates age as of today is desired.

  4. In the ``Marital Status'' window, enter ``DWS'' to select divorced, widowed, and single individuals.

  5. Indicate PEOPLE file to use. Assume you're using PEOPLE5.

  6. Return to Main Menu (hit Q twice) and go to report screen:
    Main Menu->Membership->Reports

  7. Select F for ``Mini-master format: PEOPLE file.''

  8. Indicate 5 to print PEOPLE file PEOPLE5.

  9. Answer the normal printer dialog.

 

5.8 PRINT VISITATION ASSIGNMENTS

Visitation assignments are printed on 8-1/2 by 11 paper, and include all the demographic information about a prospect plus reports of all previous visits to any member of the prospect's family. They can be obtained in several ways, depending on the manner in which you wish to select the prospects.  

5.8.1 Individual Prospect Assignments.

  1. Main Menu->Prospect->Administer

  2. Enter S to Select prospect.

  3. Enter N to select by Name.

  4. Enter name of prospect desired; hit <enter>.

  5. When desired prospect is displayed, enter P to Print visitation assignment.

 

5.8.2 Selected Prospects (PEOPLE File).

See the section PEOPLE FILE OPERATIONS for a full discussion of this capability. You may select prospects on the basis of

Date entered

Date visited

Location (city or ZIP code)

Personal Profile keys

Sunday School class assignment

Type of prospect

A separate visitation assignment page will be printed for each prospect in the list.

 

5.8.3 Selected Prospects (Menu Criteria).

 

5.8.4 Selected Prospects (Sunday School Visitation).

 

5.9 MAKE DEACON ASSIGNMENTS

 

5.10 PRINT REPORT BASED ON PERSONAL PROFILE ENTRY

The Personal Profile field can be used to classify individuals in any arbitrary categories. For example, suppose you wanted to flag all members who own vans. You must create a key for this flag; the key must have two alphabetic characters plus a single numeric character. Let's assume you define the key VN1. The order of the flags within the personal profile field doesn't matter; any entry may appear anywhere in the field.

The first step in making this designation useful is to go through the membership database and enter VN1 into the personal profile field for each member who owns a van. To do this,

  1. Main Menu->Membership->Administer

  2. Locate desired member by searching (S) by name (N, enter name).

  3. Change the record by entering C.

  4. Go directly to the personal profile field by entering P in the ``Action'' window.

  5. Place the cursor at the end of any existing personal profile entries by hitting <end> (or use the arrow keys).

  6. Add the key VN1.

  7. Enter <control end> to exit (or multiple <enter>s to the end of the form).

After the member records have been flagged, reports can be produced by using the ``Select and Sort'' screen.

  1. Main Menu->Membership->Select and Sort People->2-Select

  2. Enter X before the ``Personal Profile'' selection field.

  3. Enter VN1 in the selection window to indicate selection criterion. Note that you may enter more than one three-letter flag at a time. All records matching any of the entries will be selected.

  4. Select a PEOPLE file to hold the list of members. Assume you select PEOPLE9.

  5. Return to the Membership Menu by entering Q.

  6. Go to the Report Menu:
    Main Menu->Membership->Reports

  7. Select ``PEOPLE File--Presorted''

  8. Select PEOPLE9.

  9. Answer the normal printer dialogue.

 

5.11 PRINT BIRTHDAYS FOR CURRENT MONTH

For this example, assume you wish to print a list of all members who have birthdays in the month of December. The final output you want is a list of names and birthdates (month and day only) in date order. This list might be for inclusion in your church newsletter.

  1. Main Menu->Membership->Select and Sort People->2-Select

  2. Want to use a previously defined selection or enter NEW selection criteria? Enter N.

  3. Insert X before ``MONTH of BIRTH'' field. Hit <enter> to get to bottom of form (or hit <control end>).

  4. Enter F for Family Listing. Hit <enter>.

  5. Which Month? Enter the month number (12 for December).

  6. Want to Assign Selector Name? Enter N.

  7. Which PEOPLE file do you want? PEOPLE__ Enter 1 for this example (you may select another unused file).

  8. Enter your initials (to keep track of who owns what file).

  9. Enter a description of the contents of this file (like DECEMBER BIRTHDAYS).

  10. Selecting the People. Will Now Put Them in PEOPLE1.

  11. Screen will indicate the number of records selected, then ask
    Special Sorting? Enter Y.

  12. On Sort Menu, enter 02 to sort by DAY OF BIRTH.
    Then enter 99 to indicate you're ready to begin sorting.

  13. Selection/Sorting is Complete. Hit <enter>.

You now have all the December birthdays in a PEOPLE file, in order of birthday. You can use the PEOPLE file to print mailing labels (use Main Menu->Membership->Mailing Labels->Custom Labels), or you can print a report to use as a check list.

Let's print a custom report:

  1. Main Menu->(Membership->Reports->Custom Format

  2. 3X7 Cards? Hit <enter>.

  3. Select PEOPLE file from list given; in this case, enter 1.

  4. Use a PREVIOUS print format? Hit <enter>.

  5. Information screen tells us that we can have up to 80 characters across the screen (8-1/2 by 11 inch paper, 10 CPI). Note this or hit <print screen> to print a copy. Hit any key to continue.

  6. Now you see the CUSTOM PRINT FORMAT CREATION form. We want date of birth, then name and address, and phone number. To indicate this, first enter

    27 to indicate birthdate; then

    16 for stacked (three- or four-line) name and address; then

    22 for home phone number. Enter

    00 to indicate we're finished with the definition.

    (Note: if you make a mistake, you may enter 99 to erase all fields entered and begin definition from the start.)

  7. Pagebreak? Hit <enter>.

  8. Do you want a column for notes? Sounds like a good idea for this checklist. Enter Y, then 1 when asked How many inches?

  9. Want to save the print format for later use? You could choose to do this for complicated formats, but this one is easy to enter, so say N for now.

  10. Number of copies? Enter 1.

  11. Print NOW? Enter Y. You could choose to say no, enter additional print jobs or batch jobs, and run them all later (overnight?) by entering the Batch Menu. For now, we're ready to print it.

  12. Enter normal printer dialog and print.

  13. Want to select any more CUSTOM FORMAT PRINTING? Hit <enter>.

  14. Don't forget to remove your PEOPLE files when they're obsolete!

 

5.12 PRINT 3X5 CARDS WITH CHRONIC SS ABSENTEES

  1. Main Menu->Membership->Search, Select, and Sort

 

5.13 ADD NEW SUNDAY SCHOOL DEPARTMENT

Let's assume we currently have a coed adult department, age 18-35, code AAC4. We want to add a new unit meeting as a separate department, resulting in two classes, AAC4 (24-35) and AAC5 (18-23).

NOTE: You must only add new units during the year. You may not delete existing units without introducing problems in the weekly reports. The department symbol is the important field to remain unchanged; you may change the department number to change the printing order. You may either change the department description or leave the entry around as a place holder (with no pupils assigned). Of course, you may totally change the organization in October for the new year.

The first step is to change the organization using the worker administration form.

  1. Main Menu->Workers->Administer

  2. Search by Department for AAC4.

  3. Note the department number. The new department will need a unique number; hopefully you have left gaps in the department number assignments to allow new additions. If not, you may have to renumber several departments. The department number affects only the order in which attendance sheets are printed for Sunday (and other reports); you can change it with no other impact.

  4. Add new Department. Fill in the information, being sure to indicate organization (S), new department number, sub-number of 22, hour, grouping (A), department symbol (AAC5), and class symbol (PXA). Other information is not critical for program function, but is useful for automatic assignments.

  5. Add name of department director, if desired, by entering R and entering the desired name (LAST, FIRST). Search Forward and Backward for the correct name, then hit <enter> to select the indicated name. (Hitting <enter> with no name displayed selects a blank for the worker name.) You will be asked for verification that this is what you really wish to do; simply answer Y.

  6. Add additional records for any department workers other than the director by hitting Add Worker. The form will be initialized with the basic department information and the next sequential sub-number for the new worker. Enter the worker description (TEACHER, OUTREACH LDR, DEACON, etc.) and symbol (TXA, OXA, etc.). The program will try to guess the description from the symbol and save you some typing; if the description is not what you want, simply type over it.

  7. Since this is an adult department, we don't need to add the In-Service class field. If it had been a preschoo, children's, or youth department worker, we would also add the In-Service Class information to indicate the adult class with which the worker wishes to be affiliated as an in-service worker. The worker would then appear on the adult class roster and be included in any Sunday School deacon assignments.

Next step is to update the membership records for all members who will be enrolled in the new unit. Use


Main Menu->Membership->Administer

or one of the other methods described above. Remember that you can go directly to the Sunday School information on the membership form by entering S in the ACTION field (immediately after hitting Change).  

5.14 ENTER SUPPLEMENTARY MEMBER INFORMATION

 

6. HINTS AND HELPS

This section includes some thoughts and advice on how we use the system at Jersey Baptist Church. There are enough options and possibilties in the program to allow you to develop your own way of using the system. This information is just to get you started thinking about how you want to use the system.  

6.1 PRINTING OFF-LINE

Often you don't want to tie up your computer while printing a long report. See the section on SYSTEM ADMINISTRATION, Printer Administration for instructions on how to print to a file which can be printed in the background from DOS while you do other things.  

6.2 SUNDAY SCHOOL OPERATIONS

I use a system of ``red rope'' folders, one for each class. The folder contains the large class offering envelope and triplicate enrollment/visitation forms. Each week I print the class attendance rosters on Thursday, and stuff them in the class folders along with a weekly newsletter. Periodically I include a current class roster and prospect file.

On Sunday I collect the rosters and enter the information during the Sunday School hour (actually three hours currently). Doing it on Sunday morning is critical for accurate records; we can go back to a class and clarify any problems encountered while the data is fresh. Of particular importance is checking visitor and enrollment cards for complete, accurate, and legible information. As much as possible I try to get these entered on Sunday morning, but I always scan them for accuracy.

By the end of Sunday School I have printed multiple copies of the Sunday School Count reports, which we review at church staff meeting on Monday morning. This review includes looking at the list of members who normally attend and are absent (as well as the list of those who do not normally attend who are present), plus checking the new/drop/transfer summary. The comparison sheet is invaluable for recognizing those classes doing a particularly good job of growth.

Early in the week I transfer the attendance data to the membership file and make sure all the new members, prospects, and class changes are entered, before printing the next week's attendance forms.  

7. TROUBLE SHOOTING

If ``strange things'' happen when you try to use the CHURCH system, here is a list of things to try. In particular, if a power failure occurs, or someone turns off the computer without exiting FOXPRO, you will definitely have a corrupted disk and must perform actions (2) and (3) below as soon as possible.  

7.1 DOS

Make sure your CONFIG.SYS file is as specified in the INSTALLATION section, and that you have rebooted the computer since it was modified. Try removing any TSR programs you may have installed, especially if you are having troubles with printing attendance rosters, program hanging, or ``out of memory'' errors.  

7.2 DOS FILE SYSTEM

Periodically run the DOS command CHKDSK /F (SCANDSK in MS-DOS 6) to check and clean up your hard disk. If any lost clusters are converted to files by this command, you should remove them. It is generally safe to remove all files with the extension .CHK in the root directory of your disk after running this command. The syntax for this DOS operation is:

CHKDSK /F
CD \
DEL *.CHK
If this is not done, your hard disk will gradually fill with unusable sectors.
 

7.3 FOXPRO WORKING FILES

If FOXPRO is terminated abnormally, it may leave temporary working files in the working directory. These must be removed periodically to avoid wasting valuable disk space. The syntax for this DOS operation is:

CD \CHURCH
DEL *.TMP

 

7.4 INDEXING

Normally all CHURCH indexes are kept up to date during file changes. However, if you modify any files directly (such as from a native FOXPRO BROWSE window), or if you notice anomalous behavior (such as the wrong name's appearing after a search), you should reindex all files. This is done by

  1. Main Menu->Index

  2. Enter Z to rebuild all index files

 

7.5 FOXPRO

There are undoubtedly bugs in the CHURCH system. When you encounter one, you may well see strange collections of FOXPRO windows on the screen. Some of these are ``normal'' and will go away by themselves. Most others are results of a program bug. In many cases, it is safe to simply ignore the error. When you see the question

(C)ancel, (S)uspend, or (I)gnore

in a window, try hitting I. If the error persists, you should try quitting the CHURCH system entirely, check your disk, restart CHURCH, and reindex your files. If all else fails, give me a call.  

7.6 PRINTER PROBLEMS

If you have problems with printed reports try:

  1. Make sure the printer selection is correct for your printer:


    Main Menu->System Administration->Options on Printers

  2. Make sure the printer is turned on and on line before you begin the CHURCH session.

  3. I have found that some print spoolers will not work properly with FOXPRO, especially when printing Sunday School rosters. You might try increasing the number of FILES in your CONFIG.SYS.

 

7.7 AUDITS

The CHURCH program includes several database audits which you may run periodically to check the integrity of your database. The most important one is the Membership audit, which will detect such conditions as duplicate names, FUN numbers out of order (good to run before printing a Church Directory), or demographic data inconsistent among family members.  

7.7.1 Overall Audit Program.

To run an audit,

  1. Main Menu->Batch

  2. Answer the normal printer dialog.

  3. Enter 4 to select the Membership Audit

  4. Enter Q to end batch selection and begin printing.

 

7.7.2 Local Audits.

You may run specific individual audits on the Membership and Prospect databases. These are designed to detect (and give you the opportunity to correct) several common data entry errors which can make your job harder if left undetected. One common problem is failure to indicate a master record in each Family Unit Number group by a flag (H, I, or C) in the Head of House field. If this error occurs, the FUN will not be selected when adding a new entry alphabetically, and strange results will occur (such as adding a new name and getting a form initialized with data from another family). You will also not be able to change all family members' common data from the Head of House entry.

To run this audit,


  1. Main Menu->Membership->Administer

    or

    Main Menu->Prospect->Administer

  2. Enter M for ad(M)in.

  3. Enter A for (A)udit. The entire database will be scanned for missing HH fields in expected places. If one is located, the FUN-SUB number and name will be indicated, and you will receive the prompt

    BROWSE?

  4. Enter Y to access the FOXPRO BROWSE subsystem. You will see the entry in question in context of a page of entries; you will be allowed to change only the HH field. Enter H where appropriate (typically the first member of each new FUN grouping requires an H or, in the case of a child, a C).

  5. Enter <control-W> to write the changes and return to the audit.

The Membership version of this local audit will also detect inconsistent Sunday School membership assignments, incorrect membership numbers, and incorrect alphabetical order with respect to FUN assignment of the head of house. Any discrepancies will prompt you for using BROWSE to correct the problem.  

7.8 SYSTEM ADMINISTRATION

The task of system administration includes selecting various system options such as printer configurations, maintaining useful lists such as ZIP codes and prospect types, and housekeeping activities such as cleaning up out-of-date PEOPLE files. These tasks can be done from the System Administration Menu, reached by

Main Menu->System Administration

 

7.8.1 Backup Operations.

NOTE: This backup procedure is based on the MS-DOS backup command, which is present in MS-DOS 5.0 (and before) but has been removed from MS-DOS 6.0. It is also incompatible with the share driver (check your CONFIG.SYS file for share). If you are running MS-DOS 6.0 or 6.2, you must use the msbackup command supplied in that system to backup the files listed in the back.bat script. It cannot be run from FOXPRO.

Selection B actually runs the batch file \CHURCH\BACK.BAT to write selected dynamic files to a floppy disk. You should edit this batch file to include other files you may wish to back up and to specify the floppy disk drive you wish to use as a backup device. The file as supplied contains:

ATTRIB -A *.*
ATTRIB +A MEMSHIP.DBF
ATTRIB +A MEMFORMR.DBF
ATTRIB +A MEMSAVE.DBF
ATTRIB +A MEMSUPL1.DBF
ATTRIB +A MEMVISIT.*
ATTRIB +A PROVISIT.*
ATTRIB +A PROSPECT.DBF
ATTRIB +A CHWORKER.DBF
ATTRIB +A NOMINATE.DBF
ATTRIB +A SSPROMOT.DBF
ATTRIB +A DEACON.DBF
ATTRIB +A SSSTAT??.DBF
ATTRIB +A SSSTATS.DBF
ATTRIB +A SSSTATWK.DBF
ATTRIB +A CONTFUND.DBF
ATTRIB +A CONTRB83.DBF
ATTRIB +A CONTTEMP.DBF
ATTRIB +A CONTSPCL.DBF
ATTRIB +A CONTSPAC.DBF
ATTRIB +A CONTACUM.DBF
ATTRIB +A CONT?Q??.DBF
ATTRIB +A CONCUM??.DBF
ATTRIB +A OPTIONS.MEM
ATTRIB +A SSSTATS.MEM
ATTRIB +A MEMVARS.MEM

BACKUP C:\CHURCH A: /M

The operation involves using the DOS command ATTRIB to set the archive bits on only the files to be backed up, then uses the DOS command backup to copy these files to one or more floppy disks in a special backup format. The disk can later be read using the restore command. See your DOS manual for details.

 

7.8.2 Customization.

  1. City/State Selection.
    This option allows you to add, modify, or delete entries in the list of city/state/ZIP codes known to the program when adding member or prospect entries. The order field allows you to determine the order of the list. If you do not place numbers in the order field, the cities will remain in the order you enter them. You should place your most used city at the top of the list, since this is the default.

  2. Prospect Rating Selection.
    This option allows you to add, modify, or delete entries in the list of prospect rating codes used by the prospect administration form.

  3. Prospect Source Selection.
    This option allows you to add, modify, or delete entries in the list of prospect source codes used by the prospect administration form.

  4. Personal Profile Selection.
    This option allows you to add, modify, or delete entries in the list of personal profile codes used by the member and prospect administration form.

  5. Label Messages.
    This option allows you to add, modify, or delete entries in the list of default mailing label messages used by the general mailing label program.

  6. Designated Funds.
    This option allows you to add, modify, or delete entries in the list of designated fund codes used by the contribution programs.

These functions use the FOXPRO BROWSE command to effect the desired changes. A help screen appears which summarizes the commands supported by BROWSE

 

7.8.3 Search Definition File.

 

7.8.4 Printer Options.

This option allows you to select the printer driver which will be used to print all reports, labels, etc. Normally you will not have to change it unless you change your printer. P One very useful feature is the X option for printer, which sets the output from all jobs bound for the printer to go into a file instead. This allows you to create a disk file, fully formatted for your normally selected printer, which you can print later using the DOS PRINT command.

To use this option, simply enter X as the printer type. This does not change your current printer selection, but prompts you to name a disk file to which to direct printer output. This file will be created (truncated to zero length if it previously existed) and will collect all printer output from the CHURCH program until you terminate the CHURCH session, enter the name of a new file from this page, or enter your printer letter again from this page. The name of the last file used is remembered from use to use, although you can change it at will (for instance, to write to a diskette, simply enter A:\PRINT.OUT).

To print the file later, after you terminate your CHURCH session, simply enter at the DOS prompt PRINT PRINT.OUT (or specify the filename you have chosen). DOS will ask you to verify the print device (normally PRN) and then start printing your job in the background so that you can continue to do other work. (See your DOS manual for more details on PRINT). The file will already be formatted with the appropriate printer codes for your previously selected printer, so it will appear just as it would as if printed directly from the program.

Note that you may also use this technique to print multiple copies of your print jobs, still in the background, while doing other tasks.

The PRINT.OUT file is not removed when you print it; make sure you clean up the disk space by deleting it when you are through.  

7.8.5 PEOPLE File Administration.

 

7.8.6 Run Custom Programs.

Selecting this option provides a small window you may use to enter the name of one of the utility programs listed in the text file CUSTOM.TXT. You may also execute any FOXPRO .FXP file (or any .PRG file if you are running the development version of FOXPRO). Enter only the DOS file portion of the name; you do not need the extension.  

7.8.7 User Preferences.

 

7.8.8 Audit Visitation Files.

 

8. DATA BASE SCHEMA

This section contains information about the internal structure of the files in the church database system, with hints about the use of the individual fields.  

8.1 MEMBERSHIP DATA BASE

The Membership Data Base (MEMSHIP.DBF)is the most important file in the system. It contains basic demographic information on:

  1. All church members (CR=M, N, or X)

  2. All Sunday School members (SR=S or E)

  3. Non-members in the same family unit as church or Sunday School members (SR=P or A)

Individuals enter the Membership Data Base through initial entry or transfer from the Prospect File. Church members (and anyone assigned an envelope number) should leave the Membership Data Base only through transfer to the Former Member file (because of transfer of letter, dismissal, or death). Sunday School members and non-members should be deleted only when dropped from the roll or when no longer prospects. Individuals can be transferred from the Membership Data Base to the Prospect Data Base. Be very reluctant to delete individuals entirely from the system!  

8.1.1 Data Field Descriptions.

 

8.1.1.1 FUN-SUB Number.

In order to relate all members of the same family, the Family Unit Number (FUN) is used by the system. This is a unique number which should be assigned in the same numerical order as the alphabetic order of the name of the Head of House; every family member should have the same FUN number. Individuals have different SUB numbers to indicate their relationship in the family.

The FUN allows all family members to be associated so that a change in the family address, telephone number, etc., can be made only once (for the designated Head of House) and update all family records. It is also used in various reports to group family members together.

The system will attempt to assign the correct FUN for a new family entry (by alphabetizing the entered family name, checking the FUN for the preceding and succeeding families, and assigning a number half-way between). It will generally succeed in this attempt if you have properly identified one and only one person in each family unit with the appropriate Head of House code (H, I, or C). You can override the assignment if necessary (for example, when adding a name related to an existing family unit), but you should keep the numerical and alphabetical orders the same. The only report currently affected by out-of-order FUN numbers is the church directory printing (although other reports may be affected in the future). An audit is provided to check the assignments as needed.

The SUB number indicates the family relationship as follows:

SUB NUMBER KEY
SUB MEANING
01 Husband or
  Male Head of House
02 Wife or
  Female Head of House
03-10 Other Adult Members in Household
  (e.g., Grandparents)
11 Oldest Child
12-up Other children in Descending Age Order
    Note-order is not critical

 

8.1.1.2 HEAD OF HOUSE.

One and only one member of each family is designated as the Head of House, or master record. Changes to this record result in changes to every other family member's record for appropriate fields (those designated with * on the membership form). This record is also used to provide the heading for the family record on many reports.

Various key letters are used to indicate Head of House status:

HEAD OF HOUSE KEY
KEY MEANING
H Head of House
  (Male or Female)
I Individual
(I recommend that you not use this key for simplicity.)
C Child
  (Used for the oldest child when parents are not enrolled or unknown)
F Family Entry
  (Used in the case of a family member with a different last name to designate the entry with the same FUN number as the family unit)
A Alphabetic Entry
  (Used in the case of a family member with a different last name to designate the alphabetic entry, which has a FUN number in the correct alphabetic position, different from the family FUN)

 

8.1.1.3 NAME.

The NAME field must be of the format


LAST, FIRST

(with a comma and a single space after the last name). You may choose to use upper and lower case if you wish (although the Post Office guidelines recommend all capitals and no punctuation). My convention is to use parentheses to enclose nicknames. The system does not currently handle generational designations (like Jr. or III) in a reasonable way.  

8.1.1.4 ADDRESS.

The second line of ADDRESS can be used for remarks which will not print on mailing labels. A remark line begins with an asterisk (*) as the first character. Typically, this is used for recording a street address when the mailing address is a post office box:

SMITH, WILLIAM
PO BOX 456
*1234 MAIN ST
COLUMBUS, OH 43211

If Head of House entry is A, the entry is an alphabetic entry for a family member with a different last name. In this case, the second address line must refer to the family head of house by beginning with an asterisk (*) as the first character.

Examples:

HH FUN-SUB NAME/ADDR

H 10200-01 JONES, ROGER
    500 PARK AVE
     
F 10200-11 WILLIAMS, BILLY
    500 PARK AVE
     
A 42500-11 WILLIAMS, BILLY
    500 PARK AVE
    *See ROGER JONES

(These A/F dual entries are used in building the church directory, as well as in other places in the program. The only drawback in not implementing the duplicate records in your system is the missing alphabetic entries in the printed directory.)  

8.1.1.5 TITLE.

The title can be any two- or three-letter abbreviation, such as MR, MS, MRS, REV, DR, PVT, or MIS (the program will supply the extra S when printing). I recommend upper-case entry, although lower case may be used (see USER OPTIONS under the System Administration Menu for upper/lower case flag).  

8.1.1.6 PHONE and BPHONE.

PHONE is initialized from the Head of House entry; however, each family member may have a different PHONE number if so entered. Enter UNK for UNKNOWN or UNL for UNLISTED to be automatically generated on various reports.  

8.1.1.7 ENVELOPE NUMBER.

These may be automatically assigned by the Contribution subsystem, or may be entered manually if already assigned.  

8.1.1.8 SEX.

M Male
F Female
U Unknown

 

8.1.1.9 MARITAL STATUS.

S Single (including children)
M Married (including separated)
D Divorced
W Widow/Widower
U Unknown

 

8.1.1.10 CHURCH RELATIONSHIP.

M Member of this church
N Non-resident member
F Former member
X Member, but whereabouts unknown
B Member of other Baptist Church
O Member of other denomination
P Profession of Faith, but not baptized
U Unsaved (no known profession of faith)

 

8.1.1.11 SUNDAY SCHOOL RELATIONSHIP.

S Member of this Sunday School
P Prospect
A Not member
E Initial enrollment
  (Will be changed to S
  on first attendance)

 

8.1.1.12 DATE JOINED.

Indicates date the person joined this church. At the same time this field is changed, update the Personal Profile field with RC4/RC5.  

8.1.1.13 DEPARTMENT and CLASS.

Enter codes used in CHWORKER.DBF file.  

8.1.1.14 GRADE.

This field contains the current school grade (1-12) for children and youth. For preschoolers, it contains a coded age P0 through P5:

P0 Preschool age 0 up to 1
P1 Preschool age 1 up to 2
  etc.

There is currently no designation for kindergarten. The grade is automatically incremented when the promotion program is run at the end of the year.  

8.1.1.15 BIRTHDATE.

You may enter any known portion of the information. Valid entries include:

11/09/44
11/00/44
11/00/XX
00/00/44

 

8.1.1.16 DEACON ASSIGNMENT.

This is the numerical code corresponding to the deacon assigned to the family. It must be the same number assigned to the deacon in the Deacon subsystem.  

8.1.1.17 MAP.

This field is of help in locating addresses, and is used by the Deacon subsystem in automatic assignment of families to near-by deacons. The format of the field is up to you; some options are:

  1. Map coordinates (like A3D4) from a master map of the church field.

  2. Your own alphanumeric keys for neighborhoods, townships, or counties.

  3. Duplicate of the ZIP code field. (See custom program ZIPASGN, described above under Deacon Operations.)

 

8.1.1.18 MAIL ROUTE.

This is a Post Office designation like CARRIER ROUTE 4 used for third class mailings. See latest Post Office regulations for use.  

8.1.1.19 PERSONAL PROFILE.

This is a multi-purpose field which contains a sequence of three-character keys, each consisting of a letter-letter-number combination. The ordering of individual keys within this field does not matter. Use the HELP feature (hit <F1>) or enter ? in the field to see current options.

Two keys are currently used internally by the program. One is the GM4 key which causes the name to be included in the General Mailout. At least each Head of House record should include this key.

The other ``required'' field is an RC code for each church member indicating how the member was received into membership. The membership audit program checks that each person with CR=M also has an RC entry in the Personal Profile field. Current conventions are:

RC4 Received by letter
RC5 Received by baptism
RC6 Received by statement
RC7 Charter member

(You may add your own keys, as long as they begin with RC followed by a digit.)  

8.1.2 MEMVISIT.DBF: Member Visitation Records.

 

8.1.3 MEMSUPL1.DBF: Supplemental Member Records.

 

8.1.4 MEMSAVE.DBF: Member Record Change Log.

 

8.2 PROSPECT DATA BASE

 

8.2.1 PROSPECT.DBF: Prospect Records.

 

8.2.2 PROVISIT.DBF: Prospect Visitation Records.

 

8.3 OTHER DATA BASES FOR PEOPLE

 

8.3.1 GMAIL.DBF: General Mailing List.

This database is used for people who should be added to the general mailing list, but who are not members, prospects, or former members. For example, other churches or individuals who request to receive the church newsletter can be added to this database.

We have also found this list useful as a repository for information about people who are not members or prospects, but may be interested in special events (such as concerts, Vacation Bible School, sporting events, etc.). Mailouts targeted to these special interest groups can easily be generated by using selection based on personal profile keys.

To administer the list, enter

Main Menu->Member->General Mailout->Administer

The interface is the same as for membership administration, although fewer fields and options are necessary. To include a person on the general mailout list, enter GM4 in the Personal Profile field.

When printing general mailout labels, any members with GM4 in the Personal Profile field are automatically included. You are asked whether to include those flagged GM4 from the Prospect file, the Former Member file, and the General Mailout file at that time.  

8.3.1.1 Special GMMAIL Operations.

The General Mailout Menu allows selection by Personal Profile keys for names to be added to a PEOPLE file or for labels to be printed. Select Personal Profile keys to support your intended use. We use CH2, for instance, to indicate a child added to the list in 1992 (as a result of children's night at a revival, VBS, etc.).

To print labels from general mailout names selected by Personal Profile keys:

  1. Main Menu->Member->General Mailout->Select

  2. Enter desired select codes. Up to three codes can be entered; any name having any one of the entered codes as a key in the Personal Profile field will be included in the list.

  3. Do you want to create a PEOPLE file or put selection in GMWORK.DBF? If you want to print labels immediately, enter G. If you wish to manipulate the data (combine with other people files, print reports, etc.), enter P to generate a PEOPLE file. For this example, we want to print labels; enter G.

  4. You will be informed of the number of people selected, and asked: Print Now?. Enter Y to enter the mailing labels dialog.

  5. Load label stock into printer. Enter label size (typically C).

  6. Specify First Class.

  7. Since you want to print labels, enter L

  8. If you wish to enter a special message line for your labels, indicate Y and then enter the message to be printed at the top of the label.

  9. Print test labels until the printer is aligned, then print labels.

 

8.3.2 MEMFORMR.DBF: Former Members.

This file is administered by


Main Menu->Membership->Former Member Administration

Members may be transferred into this file from the Membership Menu [ad(M)in->(T)ransfer->(F)ormer] upon transfer of letter, death, or dismissal. After selecting a member for transfer, you will be asked to confirm the correct name, enter some additional information including date of dismissal, a Personal Profile code indicating reason for dismissal, and any information about the receiving church or other data desired.

Note that any former members who still have the GM4 code in the Personal Profile field will continue to be included in the General Mailout listing if you specify former members when printing labels.  

8.3.3 ARCHIVE.DBF: Archive File.

The intent of this file is a repository for non-members who are removed from the membership file and are no longer prospects. These may be individuals who are moving out of the community or are joining other churches. [Note that if they are members, they should always be transferred to the Former Member file rather than archived.] Rather than just discarding all the data you have diligently collected, you may choose to archive the family by selecting the individuals in the Member Administration form and entering ad(M)in->(T)ransfer->(A)rchive. You will be asked to verify the action, and the name will be copied to the Archive file and deleted from the Membership file.

No support is currently provided for administration of the Archive file or copying names back to the Membership file. However, this can easily be accomplished with native FOXPRO commands, if you have purchased a regular FOXPRO development license.  

8.4 WORKER DATA BASE

 

8.5 CONTRIBUTION DATA BASE

 

8.6 DEACON DATA BASE

 

8.7 UTILITIES

Several FOXPRO programs are included which can be run from the System Administration Menu to perform various utility functions. To run one of these programs, enter


Main Menu->System Administration->X--Run Utility Programs

to see the list of available utilities.


  APPENDIX A
ORGANIZATION WORKSHEET

Dept No/ Dept Class Description Group Hour Worker Worker
Sub No Symbol Symbol       Title Symbol
EXAMPLE              
10/ 22 AAC3 PXA 8:30 Adult Coed 3 A A DIRECTOR DIR