v.5 Membership Maintenance: Own Your Database

Transcription

1 v.5 Membership Maintenance: Own Your Database (Hands On) [Course #V137] Presented by: Mark Crain Shelby Staff Trainer 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective To explore how to classify records clearly in your v.5 Membership module with an emphasis on when and how to inactivate, delete, or purge records from the database. This session presents the following topics: How Membership relates to GlobaFILE and other modules How to use Modules, Member Status, Record Status, and Other Dates Customizing Membership Adding, Editing, and Deleting Control Table Items How to Purge Membership Information Removing Unreferenced Names 2

3 Overview of how Membership relates to the GlobaFILE Membership Bill is a member Accounts Receivable Bill s children attend the school Contributions Bill is a generous donor. GlobaFILE Rev. Bill Black 123 Main St. Anytown, USA Attendance Bill s attendance in Worship, SS is recorded here. Payroll Bill needs a paycheck too! Accounts Payable Bill gets reimbursed for his expenses 3

4 The difference between Membership, Prospects, & Misc. Names Though Membership, Prospects, and Misc. Names modules are purchased separately, all records in these modules can be viewed together. Depending on the module in which the data is entered, the records are tagged with a Membership, Prospects, or Misc. Names module type. Most users perform the same tasks whether working in Membership, Prospects, or Misc. Names. Shelby user rights can be limited to specific modules. For example, a user may have different rights to add or edit a Prospect vs. Membership record. 4

5 How to update key Membership Information on a record Example # 1: Change the Module and Member Status for a new member. 1. Navigate to Membership Information screen. 2. Search for the individual, Blake Edwards. Open his record. 3. On the Individual Information screen click the Module drop-down and select Membership. 4. Add Member to Member Status. 5. Add Baptism to How Received. 6. Enter the Date Received of 6/12/17. 5

6 7. Enter the Baptism Date of 6/12/17 on the Other Dates tab. 8. Click the Save & Close icon. 6

7 How Received, Date Received, Special Profile, and Auxiliary How Received. This field is generally used to record those received in Membership by Baptism, Transfer of Letter, etc. Date Received. Most churches need a date for when individuals officially joined. Special Profile. This field should only be used for one purpose. Here are some examples: Campus = Which Campus this person regularly attends Deacon = Name of the Deacon who is responsible for him or her How Removed = There is already a How Received, what about a How Removed? Auxiliary # is a numeric value field allowing up to eight digits. Here are some examples: Member # Recreation Center ID # Sunday School Security Tag # 7

8 Customize fields in Membership Editing Master Record Fields From the top menu of the Membership, Prospects, or Miscellaneous Names Home Base screen, select Utility -> Master Record Information. All changes made here are universal. Prospect Preferences Track Prospects in Attendance has to be selected to mark attendance for Prospects and have them print on attendance rolls. Display Prospect Information for all Members and Miscellaneous Names is selected to see the fields Source, Assigned To, Member of, and Visit Dates on records that are changed to Membership or Misc. Names. If it is not selected, those fields do not display for a record coded as a Membership or Misc. Names module type. 8

9 NOTE: Each time an individual tagged as a Prospect or Misc. Name is marked present in Attendance, and the Track Prospect in Attendance option is selected, the date is also added to Visit Dates. 9

10 Other Dates There are 10 dates on the Membership Other Dates screen. The default names are Dates 1 through 10. Before using an Other Date field, enter the Customized Name in the Master Record. Example # 2: Add a new date to track Date Removed. 1. From the top menu of the Membership Home Base screen, select Utility -> Master Record Information. 2. Select Date 8 Customized Name field Date Removed. 3. Click the OK button. 4. Click the OK button to allow the Membership module to close. Restart from the Membership Home Base screen. 10

11 Module and Member Status Codes The Member Status default name was previously identified as Relationship. This field is critical to most churches as it describes the current relationship the individual has to the church and is one of the most-used fields in Membership. Module, Prospect, Membership, and Miscellaneous Names can be renamed to fit better your organization. For example, Prospects could be Nonmember, Friend, or Community. Customize to fit your organization. A combination of the module types and member status codes is often used to organize records for reporting purposes. Examples of different types of codes are below. This is only a sample list, but it represents different types of statuses used in churches. The idea is that a Member Status belongs to a specific module type. Try to keep the number of Member Statuses to a minimum. Having too many codes usually results in confusion and keeps individuals from getting on the proper mailing lists, etc. It is usually not a good idea to have a Member Status code that only contains a few people. Organizations or Profile Codes can be used to explain further to which Weekday Ministry or Weekday Youth Group the individual belongs. Membership Nonmember Misc. Names Full Member Regular Attender Mailing List Only Nonresident Member SS Member Only Contributor Only Associate Member Prospect Weekday Ministries Only Former Member Visitor Other Ministries 11

12 Record Status Active, Inactive, and Deleted are three status types provided by Shelby v.5 to define further a record in the database. This field description cannot be changed. Each field type affects what can be done to the record. Active records are considered individuals or organizations used in mailings, , attendance, etc. In Selections and Listings the default Record Status is Active. Inactive Records are records to keep but not use on a regular basis. These records could include former members and deceased persons. Attendance cannot be posted to an Inactive record but contributions can. However, in Contributions a popup message displays for any records marked Inactive when you process contributions. This can be cumbersome if there are a lot of inactivated individuals or organizations that contribute. Deleted Records are the only records that can be purged from the Membership/Prospects/ Misc. Names modules. Attendance or contributions cannot be posted to a deleted record. 12

13 Managing the Control Table Example # 3: Add a new Member Status code for Regular Attender. 1. From the top menu of the Membership Home Base screen click Utility -> Control Table Information. 2. Select Member Status from the drop-down to the right of the fields. 3. Click the New icon (or right-click new) and enter Regular Attender. 4. Click the OK button. 5. Click the Close icon. 13

14 Managing the Control Table Example #4: Fix Ms to Ms. using the combine feature in the control table. 1. From the top menu of the Membership Home Base screen select Utility -> Control Table Information. 2. Using the drop-down list select the field type Title. 3. Double-click and open the description to change, Ms without the period. It should have a period. 4. Click the Combine button. 5. Click on the correct spelling, in this case Ms. 6. Click the OK button. 14

15 Delete Fields in the Control Table Sometimes it is necessary to remove a code, such as a Profile code, that is no longer needed. The simplest method for removing a Profile code both from Shelby v.5 overall and the records in your database is to delete it from the Control Table. Example # 5: Remove the profile code ZSPSGANG 1. From the top menu of the Membership Home Base screen, click Utility -> Control Table Information. 2. Using the drop-down list select the field type Profile Type. 3. Highlight the code to delete, ZSPSGANG. 4. Right-click and select Delete from the menu. If there are records attached to the code, a message with the number of records displays. 5. Click the Yes button to remove the profile code from Shelby and those records. If there are no records attached, a message displays to delete the code. 15

16 What to do with Records of Inactive People Take a quick look at options for inactive individuals. The term inactive is used in a purely descriptive way. These records may or may not be actually marked with an Inactive Record Status in Shelby. Churches have different philosophies of what to do with records of individuals who are no longer active AND different definitions about what exactly is meant by active. In general, you want to know what to do with the following: Records of Deceased Individuals Records of Inactive Members (not given or attended in X period of time) Records of Inactive Prospects (not given or attended in X period of time) Records of Inactive Misc Names (not given or attended in X period of time) 16

17 Understanding How to Purge and Remove Records Many modules track names and information related to the module. Examples are Membership, Contributions, and Accounts Payable. Adding names to any module is fairly straightforward, but the process of removing names that are no longer needed is not always evident. 17

18 How to Remove Records from Shelby Step 1: Code records for Deletion The Purge Membership Information option removes names from the Membership module. Once purged, however, the record is not removed from GlobaFILE. In addition, all GlobaFILE information for the purged record remains intact. If the record is not currently associated with another Shelby v.5 module, such as Payroll, Accounts Payable, etc., then it can be removed by running the Remove Unreferenced Names utility found under Utility on the home base screen of the GlobaFILE module. Example #6: Delete individuals and purge from Membership modules. 1. From the Membership Home Base screen select Membership Information. 2. Search for Richard & Judy Suttle and open Judy Suttle s record. 3. Click the Record Status drop-down list and change each person s status to Deleted. 4. Click the Save & Close icon. 18

19 Step 2: Purge Deleted records from Membership Example #7: Purge the Suttles from the Membership modules 1. From the top menu of the Membership Home Base screen select Utility -> Purge Membership Information. 2. Select the names to Purge and click the Purge button. There are options to Select or Deselect All or click in the Purge column next to the individual name to select. 3. Click the Yes button to Purge. (Really simple translation: All data in Membership, Life Events, Attendance, Reaching, and Servant are gone.forever.) 19

20 Step 3: Remove Unreferenced Names Purging Membership, Prospects, or Misc. Names records only removes the name from those modules. The record is still in GlobaFILE. It can just remain in GlobaFILE, or it can be totally removed from Shelby. The following instructions remove it from Shelby. Unreferenced names are those names in GlobaFILE that have NO data associated with any modules (e.g., Accounts Payable, Payroll, Accounts Receivable, Membership, etc.). 20

21 Important! You cannot remove a record: Of the Head of Household where the other family members are not also being removed. Headless households are not allowed. If there is any financial history of any kind such as Contributions, Accounts Payable, Payroll, Accounts Receivable, etc. Of course, any record with financial history is not in the listing of unreferenced names. Example #8: Remove the Suttles from Shelby. 1. From the top meu of the GlobaFILE Home Base screen select Utility -> Remove Unreferenced Names. 2. Select the Suttles by clicking in the Remove column and then click the OK button. There is also the option to Select or Deselect All. This starts the process to remove all names that are selected from the database. 21

22 3. Click the Yes button to delete the names from Shelby. They are gone and cannot be restored (without a restore of the entire database). 22

23 Q&A Class Discussion 23

24 Mark Crain Shelby Staff Trainer Prior to joining Shelby as Staff Trainer, Mark served in various roles in the fields of education and banking while obtaining his MBA in Business Management. Each of his positions revolved around the training or teaching of students and professionals. Currently, Mark trains on Shelby v.5 and ShelbyNext.