home
***
CD-ROM
|
disk
|
FTP
|
other
***
search
/
Precision Software Appli…tions Silver Collection 4
/
Precision Software Applications Silver Collection Volume 4 (1993).iso
/
religion
/
cmsgold2.arj
/
51_ORGS.HLP
< prev
next >
Wrap
Text File
|
1992-11-01
|
58KB
|
1,320 lines
5.1 Organization Processing Page 5.1.1
============================================================
You can manage all activities related to Church
organizations, classes, and committees from
"Organization Processing".
To begin with "Organization Processing" from the
"Groups Menu":
Press <O> and then <Enter>.
The first time you select this option the "Organization
Processing" screen may look like this:
=============================
| Organization Processing |
=============================
| Organization Name | Class |
-----------------------------
| Bible Class | Yes |
| | |
As you see, one organization, "Bible Class" has been
already filled in for you.
Let us take a look at the options available from the
"Options Menu" at the bottom of the screen.
Note: The <F> and <R> options are not available from
the "Options Menu" on the "Organization
Processing" screen.
5.11 Help
====
Notice the <?>-Help option on the left side of
your options menu.
Press the <?> key now and you will see a Help
window appear. It explains all the options
available to process organizations. Use the
<PgDn> and <PgUp> keys to see the next or
previous Help screen.
To exit Help press <Esc> and the Help window will
disappear again.
=============================================================
ORGANIZATION PROCESSING Page 5.1.1
5.1 Organization Processing Page 5.1.2
=============================================================
Note: All options presented in the options menu,
except the <Enter>-Choices option, will act
on all the organizations in the list. The
choices presented after selecting the
<Enter>-Choices option will act on the pre-
selected organization only.
5.12 Add New Organizations
=====================
Adding a new organization is as easy as adding a
new family.
To add an organization follow these steps:
A. At the "Organization Processing" screen press
<A> and the "Create a New Organization" screen
will appear. Here you enter all the
information for the new organization to be
added.
B. Fill in all the blanks. Begin with the first
blank where the cursor appears and fill in the
required information.
- Organization Name: Fill in the name for the
new organization (up to 20 characters long).
Duplicate names for organizations cannot be
used.
Press <Enter> or <Tab> to move to the next
blank.
- Class: Here you indicate if this
organization holds classes.
Press <Y> if there are classes, otherwise
press <N>.
- Start Date: Here you type in the date when
this Organization first begun its
activities, or
=============================================================
ORGANIZATION PROCESSING Page 5.1.2
5.1 Organization Processing Page 5.1.3
=============================================================
a) press <F2> to pop up the calendar,
b) select the appropriate date with the
cursor and <PgUp> and <PgDn> keys,
c) press <Enter> to fill in the selected
date, and
d) press <Enter> to confirm that selection.
- Title. Here you type in the title for the
officials of this organization, or
a) press <F2> to display the "Title" window,
=====Select Title=======
| Leader |
| Assistant Leader |
| President |
| Vice President |
| Secretary |
| Treasurer |
| Instructor |
| Alternate Instructor |
| Coordinator |
| Driver |
| Alternate Driver |
| None of the above |
========================
b) select the appropriate title with the
cursor keys,
c) press <Enter> to fill in the selected
title, and
d) press <Enter> to confirm that selection.
- Member. Here you type in the name for the
member holding that office in the
organization, or
=============================================================
ORGANIZATION PROCESSING Page 5.1.3
5.1 Organization Processing Page 5.1.4
=============================================================
a) press <F2> to display the "Pick a Member"
window,
b) select the appropriate member for that
office,
c) press <Enter> to fill in the selected
member, and
d) press <Enter> to confirm that selection.
The cursor will now move on to the Title
blank, and you may fill in as many titles
and members as long as there are empty blanks
available.
C. Press <PgDn> when you completed filling in the
last blank. All the information is saved and
the newly added organization will show on the
"Organization Processing" screen in
alphabetical order.
To add more organizations now repeat steps A
through C. If you are not sure if you already
entered an organization into CMS don't worry.
CMS will warn you and not let you fill in a
name that is already in use by another
organization.
5.13 Reports on Organizations
========================
Here you get all the information in CMS about
organizations. You can view these reports on
the screen, or send them to the printer, or
write them to a file.
Press <R> to go to the "Reports Definition Table".
You now can choose these options:
- Organization List
- Rosters for all Organizations
- Rosters for all Classes
=============================================================
ORGANIZATION PROCESSING Page 5.1.4
5.1 Organization Processing Page 5.1.5
=============================================================
- Rosters for Selected Organizations
5.131 Organization List
=================
Select this option to see a complete list
of all organizations. All report output
can be viewed on the screen, sent to the
printer, or written out to a file.
To generate an "Organization List":
A. At the organization "Reports Definition
Table" screen, use your cursor keys to
select "Organization List".
B. Press <Enter> and a "Choices" menu will
appear.
C. Make your selection and follow the
instructions on the screen to generate
the report. See the Appendix, Chapter
10.2 "Generate Standard Reports in CMS"
for more details.
D. When this report has been generated you
will be returned to the "Reports
Definition Table".
See the sample report on the next page:
======================================================================
| |
| Page No. 1 |
| 04/10/91 10:31:34 |
| |
| Your Church Name will appear here |
| 1234 Church Lane |
| AnyTown, State 00000 |
| |
| ORGANIZATION NAME CLASS STARTDATE |
| ==================== ===== ========= |
| |
| Bible Class T / / |
| |
======================================================================
=============================================================
ORGANIZATION PROCESSING Page 5.1.5
5.1 Organization Processing Page 5.1.6
=============================================================
5.132 Rosters for all Organizations
=============================
Select this option to generate rosters of
all organizations. All report output can
be viewed on the screen, sent to the
printer, or written out to a file.
To generate rosters for all organizations:
A. At the organization "Reports Definition
Table" screen, use your cursor keys to
select "Rosters for all Organizations".
B. Press <Enter> and a "Choices" menu will
appear.
C. Make your output selection, and press
<Enter>. See the Appendix, Chapter 10.2
"Generate Standard Reports in CMS" for
more details.
A "Pick a Date" window will appear.
D. Select the date and press <Enter>.
E. When this report has been generated you
will be returned to the "Reports
Definition Table".
5.133 Rosters for all Classes
=======================
Select this option to generate rosters of
all classes. All report output can be
viewed on the screen, sent to the printer,
or written out to a file.
To generate rosters for all classes:
A. At the organization "Reports Definition
Table" screen, use your cursor keys to
select "Rosters for all Classes".
=============================================================
ORGANIZATION PROCESSING Page 5.1.6
5.1 Organization Processing Page 5.1.7
=============================================================
B. Press <Enter> and a "Choices" menu will
appear.
C. Make your output selection, and press
<Enter>. See the Appendix, Chapter 10.2
"Generate Standard Reports in CMS" for
more details.
A "Pick a Date" window will appear.
D. Select the date and press <Enter>.
E. When this report has been generated you
will be returned to the "Reports
Definition Table".
5.134 Rosters for Selected Organizations
==================================
Select this option to generate rosters for
selected organizations. All report output
can be viewed on the screen, sent to the
printer, or written out to a file.
To generate rosters for selected
organizations:
A. At the organization "Reports Definition
Table" screen, use your cursor keys to
select "Rosters for Selected
Organizations".
B. Press <Enter> and a "Choices" menu will
appear.
C. Make your output selection, and press
<Enter>. See the Appendix, Chapter
10.2 "Generate Standard Reports in
CMS" for more details.
A "Pick a Date" window will appear.
=============================================================
ORGANIZATION PROCESSING Page 5.1.7
5.1 Organization Processing Page 5.1.8
=============================================================
D. Select the date and press <Enter>.
The "Organization" tag window will
appear.
E. Use your cursor keys to select the
desired organizations, and press the
<Space-Bar> on each one that you would
like to appear in your report.
F. Press <Enter> when done with tagging
organizations.
G. When this report has been generated you
will be returned to the "Reports
Definition Table".
5.135 Attendance Statistics All Organizations
and Classes
==========================================
Select this option to generate attendance
statistics for selected organizations or
classes. All report output can be viewed
on the screen, sent to the printer, or
written out to a file.
To generate attendance statistics for all
classes and organizations:
A. At the organization "Reports Definition
Table" screen, use your cursor keys to
select "Attendance Statistics".
B. Press <Enter> and a "Choices" menu will
appear.
C. Make your output selection, and press
<Enter>. See the Appendix, Chapter 10.2
"Generate Standard Reports in CMS" for
more details.
A "Pick a Date" window will appear.
=============================================================
ORGANIZATION PROCESSING Page 5.1.8
5.1 Organization Processing Page 5.1.9
=============================================================
D. Select the date and press <Enter>.
The "Organization" tag window will appear.
E. Use your cursor keys to select the
desired organizations, and press the
<Space-Bar> on each one that you would
like to appear in your report.
F. Press <Enter> when done with tagging
organizations.
G. When this report has been generated you
will be returned to the "Reports
Definition Table".
5.14 Organization Specific Choices
=============================
While the options presented in the options menu
affect the list of organizations as a whole, it
is possible to work with individual organizations
by choosing the <Enter>-Choices option.
To see what options are available to work with
an individual organization:
A. Move your cursor to the organization you want
to work with on the "Organization Processing"
screen.
B. Press <Enter> from the "Organization
Processing" options menu and the "Choices"
menu will appear.
=============================================================
ORGANIZATION PROCESSING Page 5.1.9
5.1 Organization Processing Page 5.1.10
=============================================================
============Choices============
| Edit Organization |
| Delete Organization |
| View Member List |
| Quick Attendance Update |
| Edit Attendance Data |
| View Labels |
| Print Labels |
| Write Labels to File |
| Generate Merge File |
| Print Attendance Roster |
| Transfer Members |
===============================
C. To exit the "Choices" menu again press
<Esc>.
5.141 Edit an existing Organization
=============================
Choose "Edit Organization" if you want
to make changes to the information about
an organization or if you made mistakes
when you added that organization to the
organization list.
To change an organization's information:
A. At the "Organization Processing"
screen move your cursor to the
organization who's information you
want to change.
B. Press <Enter> to get to the "Choices"
menu.
C. Press <E> to select "Edit Organization",
and press <Enter>.
The "Edit <name of> Organization" screen
will appear and the cursor will be
positioned at the "Organization Name"
blank.
=============================================================
ORGANIZATION PROCESSING Page 5.1.10
5.1 Organization Processing Page 5.1.11
=============================================================
D. Use the <Up> and <Dn> cursor keys, or
the <Tab> and <Shift><Tab> keys to
move the cursor to the blank where
you want to make changes or add new
information.
E. Type in the new information where you
want it to appear in that blank.
When you are done with that blank
move the cursor to the next blank you
want to change.
F. Press <PgDn> when you are done with
all the changes to this organization.
You will be returned to the Organization
Processing screen and the changed
information will appear there.
Note: To see a full description of all
the fields you can edit at the
"Edit <name of> Organization"
screen refer to the chapter 5.12
"Add New Organizations".
5.142 Remove an Organization with all its
members
=======================================
Just as organizations can be added to
the organization list they also can be
removed. For example, you discovered
after you entered an organization, that
you created a duplicate entry. Or an
organization ceased operation and you
want to remove its name from your CMS
program.
To delete an organization with all its
members:
A. At the "Organization Processing"
screen move your cursor to the
organization you want to remove.
=============================================================
ORGANIZATION PROCESSING Page 5.1.11
5.1 Organization Processing Page 5.1.12
=============================================================
B. Press <Enter> to get to the "Choices"
menu.
C. Press <D> to select "Delete
Organization", and press <Enter>.
To prevent you from inadvertently making
a mistake and remove the wrong
organization a window will be displayed:
========================================================
| Deleting "Organization" will cause all members to be |
| removed from this organization. OK? [y/N] |
========================================================
D. Press <Y> to confirm the deletion of
this organization and all its members,
or
Press <N> if you don't want to remove
the selected organization at this time.
If you pressed <N> you will be returned
to the "Organization Processing" screen
and no deletions will have been made.
E. If you pressed <Y> to confirm the
deletion another window will be
displayed (in our example we use the
Bible Class Organization):
===============================================================
| About to remove "Bible Class" from the system, and |
| remove all members from the organization. Still OK? [y/N] |
===============================================================
This is your last chance to change your
mind.
F. Press <Y> to confirm the deletion of
this Organization and all its members,
or
=============================================================
ORGANIZATION PROCESSING Page 5.1.12
5.1 Organization Processing Page 5.1.13
=============================================================
Press <N> if you don't want to remove
the selected organization at this time.
G. You will be returned to the Processing
screen and if you confirmed the removal
of that organization its information
will have disappeared from the
"Organization Processing" screen.
5.143 View an Organization's Member List
==================================
Here is a quick way to take a look at
all the members of an organization.
To view members of an organization:
A. At the "Organization Processing"
screen move your cursor to the
organization whose members you
want to view.
B. Press <Enter> to get to the
"Choices" menu.
C. Press <V> to select "View Member
List", and press <Enter>.
If no members for this organization
can be found you will be returned to
the "Organization Processing" screen.
D. If a list of members for this
organization is found a window will
appear with a list of all the members.
Use the <Up> and <Down> cursor keys
to move from name to name, or type
the first letter of the member's last
name you want to locate.
E. After viewing the member list press
<Esc>.
=============================================================
ORGANIZATION PROCESSING Page 5.1.13
5.1 Organization Processing Page 5.1.14
=============================================================
The "Members of <organization>" window
will disappear and you will be returned
to the "Organization Processing" screen.
5.144 Quick Class Attendance Update for All
Members
========================================
Some organizations hold classes (see
chapter 5.12 "Add New Organizations,
paragraph B). Classes are held on
Sundays. This option provides a fast
and easy way to update your attendance
records of all members for a particular
class.
A. At the "Organization Processing" screen
move your cursor to the organization
where you want to update the class
attendance records.
B. Press <Enter> to get to the "Choices"
menu.
C. Press <Q> to select "Quick Attendance
Update", and press <Enter>.
A pickwindow will be displayed with all
possible valid Sunday class dates, and
the last valid Sunday will be highlighted.
See sample screen below.
== Pick a Date ==
| 02/17/91 |
| 02/24/91 |
| 03/03/91 |
| 03/10/91 |
| 03/17/91 |
| 03/24/91 |
| 03/31/91 |
| [04/07/91] |
=================
=============================================================
ORGANIZATION PROCESSING Page 5.1.14
5.1 Organization Processing Page 5.1.15
=============================================================
D. Use the <Up> and <Down> cursor keys
to select the desired date for which
you want to update the class attendance
records, and press <Enter>.
An instruction screen and a list of all
class members will be displayed. See sample
screen display below:
-------------------------Instructions------------------------
|To tag or un-tag a member as present on the specified date,|
|move the highlight bar to the member and press <Space>. |
| When all members have been tagged press <Enter> |
| (Press <Esc> to abort) |
-------------------------------------------------------------
|Tag Members Present on 04/07/91|
| |
| Bill Doe |
| John Doe |
| Hank Donald |
| |
| |
| |
---------------------------------
E. Use the <Up> and <Down> cursor keys
and the <SpaceBar> to locate and tag
all members who attended this
particular class, and press <Enter>
when done.
The attendance records for the specified
members will now be updated, and you will
be returned to the "Organization
Processing" screen.
=============================================================
ORGANIZATION PROCESSING Page 5.1.15
5.1 Organization Processing Page 5.1.16
=============================================================
5.145 Detailed Class Attendance Update for One
Member -Edit Attendance Data
==========================================
In this chapter you find out about the
detailed update of a member's attendance
record for a specific class. The
previous chapter showed how to quickly
update attendance records for ALL
members of a class for a specific date.
Here in this chapter, you learn about
updating ONE member's attendance record
over a whole period.
A. At the "Organization Processing"
screen move your cursor to the
organization where you want to update
the class attendance records.
B. Press <Enter> to get to the "Choices"
menu.
C. Select "Edit Attendance Update", and
press <Enter>.
A pickwindow will be displayed with all
members of this class. See sample
screen below.
----- Select Member of Class -----
| |
| Joe Doe |
| John Doe |
| Joe Donald |
| |
----------------------------------
D. Use the <Up> and <Down> cursor keys
to select the member whose attendance
record you wish to update, and press
<Enter>.
=============================================================
ORGANIZATION PROCESSING Page 5.1.16
5.1 Organization Processing Page 5.1.17
============================================================
The "Edit Attendance Record" screen for
this member will be displayed. Here you
change or add all the attendance
information for the selected class and
member.
If you don't want to proceed now or
while you change the attendance
information you may just press <Esc> to
return to the "Organization Processing"
menu. Any new information already typed
in on this screen will be lost and the
previous information will be restored.
On the lower part of the screen all
months for the current year are being
displayed in columns by quarter:
Jan . . . . Apr . . . . Jul . . . . Oct . . . .
Feb . . . . May . . . . Aug . . . . Nov . . . .
Mar . . . . . Jun . . . . . Sep . . . . Dec . . . . .
After each month there are four or five
blanks, one for each Sunday in that
month. Each blank can be filled in with
one of three possible symbols:
'.' = Vacant Sunday. The member's presence
at or absence from this class has not
been specified for that Sunday.
'A' = Absent. Member was absent from this
class on that Sunday.
'P' = Present. Member was present at this
class on that Sunday.
IMPORTANT:
- To quickly identify a particular date
notice the display of the "Date at
cursor: 00/00/00". This date will be
updated, as you move from blank to
blank.
=============================================================
ORGANIZATION PROCESSING Page 5.1.17
5.1 Organization Processing Page 5.1.18
=============================================================
- All Sundays start out as vacant '.'
and remain this way until you
assigned them either as "Absent" or
"Present".
- Sundays that lie in the future cannot
be filled in.
To change the attendance status for
any Sunday:
- Use the <Left> and <Right> cursor keys
to move to the desired Sunday.
- Press 'A' to mark this Sunday as a day
where the member was absent from class.
or
- Press 'P' if the member was present
at class on that Sunday.
- Repeat the above steps to update other
Sundays and press <PgDn> to make these
changes permanent. Or press <Esc> to
abandon the changes. You will be
returned to the "Organization
Processing" screen.
5.146 Mailing Labels for all Members of an
Organization
======================================
When you want to send letters or
statements to all the members of a
particular organization this choice
lets you generate the necessary mailing
labels. You can view the labels on
the screen, write them to a file or
print them on your printer.
=============================================================
ORGANIZATION PROCESSING Page 5.1.18
5.1 Organization Processing Page 5.1.19
=============================================================
5.1461 View Mailing Labels for all
Members of an Organization
==============================
To view the mailing labels for
members of an organization:
A. At the "Organization
Processing" screen move your
cursor to the organization
for whose members you want to
generate labels.
B. Press <Enter> to get to the
"Choices" menu.
C. Select "View Labels", press
<Enter>, and follow the
instructions on the screen.
See Appendix 10.3, chapter
"Viewing Mailing Label(s)
in CMS" for more details.
D. Press <Esc> when you are
done, and you will be
returned to the
"Organization Processing"
screen.
5.1462 Print Mailing Labels for all
Members of an Organization
==============================
To print the mailing labels for
members of an organization:
A. At the "Organization
Processing" screen move your
cursor to the organization
for whose members you want
to generate labels.
B. Press <Enter> to get to the
"Choices" menu.
=============================================================
ORGANIZATION PROCESSING Page 5.1.19
5.1 Organization Processing Page 5.1.20
=============================================================
C. Select "Print Labels", press
<Enter>, and follow the
instructions on the screen.
See Appendix 10.4, chapter
"Printing Mailing Label(s)
in CMS" for more details.
D. Once the labels have been
generated you will be
returned to the
"Organization Processing"
screen.
5.1463 Write Mailing Labels for all
Members of an Organization to
a File
==============================
To write the mailing labels for
members of an organization to a
file:
A. At the "Organization
Processing" screen move your
cursor to the organization
whose members you want to
mail to.
B. Press <Enter> to get to the
"Choices" menu.
C. Select "Write Labels to a
File", press <Enter>, and
follow the instructions on
the screen. See Appendix
10.5, chapter "Writing
Mailing Label(s) to a File
in CMS" for more details.
D. Once the labels have been
generated you will be
returned to the
"Organization Processing"
screen.
=============================================================
ORGANIZATION PROCESSING Page 5.1.20
5.1 Organization Processing Page 5.1.21
=============================================================
5.147 Generate Merge File
===================
Sometimes you may want to share the
information in CMS with other software
packages (e.g. for word processing,
mail merge, statistical reporting).
CMS lets you create "Merge Records"
that you can later import into your
other application software.
For technical information on the
structure of the merge record refer to
the Appendix, chapter 10.7 "Merge Record
Structure -Technical Information".
To generate merge records for this
Organization:
A. At the "Organization Processing"
screen move your cursor to the
organization for which you want to
generate merge records.
B. Press <Enter> to get to the
"Choices" menu.
C. Select "Generate Merge File", press
<Enter>, and follow the instructions
on the screen. See Appendix 10.6,
chapter "Generate Merge Record(s)
in CMS" for more details.
D. Once the merge records have been
generated you will be returned to
the "Organization Processing"
screen.
=============================================================
ORGANIZATION PROCESSING Page 5.1.21
5.1 Organization Processing Page 5.1.22
=============================================================
5.148 Generate Organization Specific
Attendance Roster
======================================
Here you can generate attendance
rosters for an organization or class.
You can view these reports on the
screen, or send them to the printer or
a file.
To generate an attendance roster for
one class or organization:
A. Use your cursor keys to select the
organization for which you want to
generate the attendance roster from
the "Organization Processing" screen.
B. Press <Enter> to display the
"Choices Menu".
C. Select "Print Attendance Roster",
and press <Enter>.
A pickwindow will be displayed with
all possible valid attendance dates
(Sundays). The last Sunday prior to
the current date will be highlighted.
See sample screen below (assuming a
current date of 04/10/91).
== Pick a Date ==
| 02/17/91 |
| 02/24/91 |
| 03/03/91 |
| 03/10/91 |
| 03/17/91 |
| 03/24/91 |
| 03/31/91 |
| [04/07/91] |
| 04/14/91 |
| 04/21/91 |
| 04/28/91 |
| 05/05/91 |
| 05/12/91 |
| 05/19/91 |
=================
=============================================================
ORGANIZATION PROCESSING Page 5.1.22
5.1 Organization Processing Page 5.1.23
=============================================================
D. Use the <Up> and <Down> cursor keys
to select the desired date for
which you want to print out an
attendance roster, and press
<Enter>.
E. When the "Report Output" window
is displayed make your selection.
For more details on report
generation refer to Appendix 10.2,
chapter "Generating Standard
Reports in CMS".
5.149 Transfer a Member to Another
Organization or Class
======================================
You may have a member listed as
belonging to one organization or class,
but now you would like him or her to
belong to another one. For example
several members attended and graduated
from Bible Class Level 3 and are now to
attend Level 4. You may transfer
members from one class or organization
to another within CMS.
To transfer a member to another class
or organization:
A. At the "Member Processing" screen
move your cursor to the member you
want to move to another class or
organization, or use the "Find"
option to locate that member on the
screen.
B. Press <Enter> to get to the
"Choices" menu.
C. Press <T> to select "Transfer
Member" and press <Enter>. A list
of attender names to choose from
will be displayed.
=============================================================
ORGANIZATION PROCESSING Page 5.1.23
5.1 Organization Processing Page 5.1.24
=============================================================
D. To tag a member for transfer, move
the highlight bar to the member and
press the <Space-Bar>. To untag
press the <Space-Bar> again.
E. After tagging all members you want
to transfer, press <Enter>.
A destination list of classes or
organizations will appear.
F. Select the desired organization
with your cursor keys and press
<Enter>.
All previously tagged members will now
be transferred to the new organization.
You will be returned to the
"Organization Processing" screen.
5.14x Exit the Organization's Choices Menu
====================================
To exit the choices menu:
Press the <Esc> key, and the choice
menu will disappear.
5.15 Exit Organization Processing
============================
Press <Esc> to return to the "Group Menu", and
again to return to the "Main Menu".
=============================================================
ORGANIZATION PROCESSING Page 5.1.24
