ShelbyNext Membership: Transition Prep & Implementation

Transcription

1 ShelbyNext Membership: Transition Prep & Implementation Pre-ISC Lecture (Course #M103) Presented by: Jeannetta Douglas Shelby Contract Trainer 2018 Shelby Systems, Inc. Other brand and product names are trademarks or registered trademarks of the respective holders.

2 Objective Are you thinking about converting from v.5 to ShelbyNext Membership? In this class you look at some of the steps it takes to make the transition go as smoothly as possible. Topics covered in this Session: Overview of ShelbyNext Key Areas Conversion Expectation Duplicate Names Cleanup (v.5 vs ShelbyNext) Profile Codes/Organizations/Control Tables Understanding Birthdays 2

3 Overview Shelby v.5 Membership is a module-based, Terminal-Based, Church Management Software designed to accommodate your changing needs as your church membership grows and as you expand your staff. In v.5 Membership you can build your own system designed around your specific needs and security concerns while providing very robust reporting. ShelbyNext Membership provides an all-new, ministry-focused, cloud-based Church Management Software created to build and engage your church community, fostering growth both inside and outside the walls of your church. ShelbyNext Membership is divided into thirteen main areas: Search Individuals Groups Interactions Reports Utilities Settings Permissions Messages System Log Attendance Taker RFID Attendance Reader Calendar Search Search allows you to find and filter all individual information (name, address, phone number, etc.) and interaction information (name, date, summary). The search results update in real time as you type so you can see how your input is refining the results. Individuals Individuals are individual people in your organization, and they can be placed into one or many groups. They can also be put into families with other individuals. 3

4 Groups Groups are comprised of individuals, and they are a way to organize simply those members into sections which can then be mass- ed or put into a meeting to collect attendance. Interactions Interactions are the contacts and communications your organization has had with an individual. Some examples are , phone call, house call. You can define your own types. You can assign interactions to a person to be completed. For instance, after the visitor cards are collected on a Sunday, you can assign interactions to staff, Sunday School teachers, etc. to complete. They receive an with the action to complete, the person's name, and a summary of what is to take place. The interaction is marked as outstanding until the assignee marks it as completed and adds a summary of the encounter. On an individual's page, a list of all interactions to date is shown. This helps you see the type and quantity of contacts you have had with the individual; this way, people get neither harassed nor forgotten. Reports Reports are the organization of data that has been collected in the areas of attendance, membership, and giving. You can see trends in meetings, groups, and individuals. You can also view individuals who have been absent more than twice for a meeting in a month. Reports are printable with easy-to-read graphs. Utilities Utilities offer little bits of helpful functionality such as the ability to enter manually meeting attendance; individuals by groups, meeting, and number of absences; import individuals' personal information from Excel (CSV), export individuals' personal information to Excel (CSV), and import and export giving records. Calendar The Calendar enables you to maintain all events that are happening with your organization. You can track them by date, location, group, and many other ways. This page also allows other users to request locations to be held for various events, and you can approve or decline these requests by viewing the Pending button. 4

5 Settings: Permissions: Messages You can define the terms your organization uses for individuals, groups, and meetings. For example: students, gatherings, and classes. Add your organization's logo and name to the application and reports. Add options for excused absences. The default included Out, Out of Town, Sick, Work, and School. You can allow certain people access to certain parts of the application. This is accomplished using Roles. Roles are groupings of permissions allowances to do or view certain actions of parts of the application. These roles are assigned to individuals. For instance, it is possible to let someone only view individuals' data, not edit it, and enter attendance. This allows more people to be involved in the managing of the church's information BUT only within the areas assigned to them. Messages is your notification area where you can view messages sent to you by other users. System Log The System Log shows you what users logged in to your system and when. Attendance Taker Attendance Taker is the actual screen on which individuals can manually be marked as present, excused, or unexcused. Excused absences can have a reason attached like Sick, Work, etc. You can define your own reasons as well. The collected attendance data shows up online in the reports section. For meetings which just require a total number present (like a main church service), those can easily be entered without the RFID cards. RFID Attendance Reader Allows individuals to check themselves in to an event with the use of RFID cards. Individuals can be given an inexpensive RFID card (which is the size of a credit card) which he or she can keep in his or her wallet or music folder. The individual waves the card (still in the wallet or folder even) over a reader which is connected to any computer running Microsoft Windows, Apple OS X, or Linux running the Reader application. The reader application then logs that person as present and displays his or her name as a visual confirmation of his or her presence. 5

6 What to expect when converting from Shelby v.5 Membership to ShelbyNext Membership During your data conversion process, there are some fields of data from v.5 that convert to ShelbyNext Membership and some that do not at this time. Since there are so many managing platforms that you can convert to ShelbyNext Membership, please discuss with your account manager the type of data source you will be using to determine the most efficient format for the conversion. The fields/information that does not convert: Associated Files Family Pictures Reports Greetings Other Relationship History Log Record Update information 6

7 The available fields are listed below. Some fields are mapped automatically to a specified location, and others you choose how to map them. They are identified as User-Defined. 7

8 If you need custom fields converted from Shelby v.5 to ShelbyNext Membership, please create a discussion on Basecamp for our Conversions team. They will work with you in determining what is pulled over and how it reflects in ShelbyNext Membership. 8

9 Mapping Location Options ShelbyNext Membership offers great opportunity for your organization to customize the information that you are going to track. You are able to record information that is valuable and pertinent to your organization. Configurable Fields in ShelbyNext Membership ShelbyNext Membership offers 25 configurable fields. These include both date fields and text fields. The Date Fields allow you to track important dates, such as First Visit Date, Anniversary Date, Membership Class Date, Confirmation Date, etc. Under the text fields, you can have dropdown options or have a blank field for custom comments. Under Settings/Configurable Fields, you find 10 Date Fields and 15 Text Fields. These are additional fields from the standard demographic information that ShelbyNext Membership already has coded for you (Last Date Attended, Birthday, Baptized, Died On, and Created On). 9

10 2 Types of Configurable Fields Date fields: The Membership application has 10 configurable Date fields. Some or all of these may be used during the v.5 conversion to retain your custom dates 10

11 Edit Tab Reports (Advance Search) 11

12 Export to CSV 12

13 Text Fields: The Membership application has 15 configurable text fields. Some of these may be used during your conversion to capture data from fields that are not standard to ShelbyNext. There are 2 styles of Text Fields: Text entry For this type you can simply type in information when editing a person s record. Select List This type enables you to build a list of options from which the user selects when entering data on a person s record. 13

14 Edit Report (Advance Search) 14

15 Export 15

16 Groups in ShelbyNext Membership Groups Groups are comprised of individuals, and they are a way to organize simply those members into sections which can then be mass- ed, viewed on a list, listed in reports, or put into a meeting to collect attendance. 16

17 v.5 17

18 ShelbyNext You may be thinking that the list of Groups is going to be a little overwhelming. However, each group can be assigned to a Properties Filter. During the conversion of v.5 to ShelbyNext, Organization Groups, Profile Codes, and most Control Table items fall under 3 filters. You can add more Catorgories and Properties, such as Ministries, Spirtual Gifts, etc, to help filter your view, set up views or settings for Group Finder (The Group Finder is a great feature that allows your members to find groups in their area on your website according to their interests. You can also configure it so that individuals can add themselves to groups or ask to be added to the group). 18

19 Decisions Decisions Should I choose Configurable Fields over Groups and why? Keep in mind, Configurable Fields can be moved to Groups and vice versa. Some Pros and Cons between the two. Configurable Fields: Pros- 1. Appearance without the need for filters 2. Ability to have a selected list of open text field 19

20 3. CSV Export allows selections to be grouped by values, Pivot Tables, etc. 20

21 Cons- 1. With Advance Search you can only search by one selection at a time. 2. The options below are not available to a Configurable Field, only Groups. 21

22 3. Using the phone App, you cannot search or send , text or voice message using a Configurable Field. iphone 22

23 Groups: Pros- 1. Flexibility with Advance Search, in Group(s), not in Groups(s), any of the selected Groups and All of the selected Groups. 2. Ability to make someone Active or Inactive in a group. If you are tracking attendance on a group, attendance is maintained when individual records are removed from group. 23

24 3. Track Group join date (view only, not searchable and not included on CSV export). 24

25 4. Ability to select by group using the phone app. iphone 5. Quick view on number of individuals in a group. 25

26 6. Group Filter and Views. 7. Workflows, triggers and actions. 26

27 Cons- 1. CSV export displays groups with two columns, Active Groups and Archive Groups. Clean Up Duplicate Names Running the Possible Duplicate Name report in v.5 locates duplicate records. However, in ShelbyNext there is no report to assist with locating duplicate records. So, cleaning up duplicate records prior to converting to ShelbyNext is recommended. Shelby -> GlobaFILE -> Report -> Possible Duplicate Name List v.5 27

28 Results Another issue in v.5 that could cause Duplicate Names is Shelby v.5 Logins that are not linked to a GlobaFILE record. You must have Supervisor Security rights to access a User s Security. 28

29 29

30 Combine Names v.5 Shelby -> GlobaFILE -> Utility -> Combine Names 30

31 ShelbyNext Once you discover a duplicate record (from a report or list of names), names are combined under Utilities -> Merge Individuals. 31

32 Profiles Clean Up Profiles, Organizations, Birthdays and Control Table Are they Current and valid? When were they last used? Do they include profile comments? Use the GlobaFILE Profile Analysis report to identify Profiles that are not used. Delete any Profiles that you are no longer using or that are not needed. Profile Code, Description, and start date are converted to ShelbyNext as a Group. Comments are converted to Interactions and ALLERG to Check-in Note. We see this in the next section. Results 32

33 v.5 ShelbyNext 33

34 Organizations Are there inactive groups you do not want converted to ShelbyNext? Are the members of each Group current? Are there any changes you need to make to the description of the classes? Is there Attendance history? Organizations convert to ShelbyNext as a class description. Make sure you do not have duplicate class names. v.5 ShelbyNext 34

35 Control Table Use the Control Table Information to identify possible duplicate fields such as Relationship, Member Status, Special Profile, etc. Go to Utility -> Control Table Information. Duplicate Control Table items can be combined, renamed, and deleted. 35

36 v.5 ShelbyNext 36

37 Birthdays Shelby v.5 does not require a birth year. (When no year is specified, the program appends the default year of 1796.) ShelbyNext requires Month, Day, and Year. To find birthdays with a year in Shelby v.5, use the following criteria with Selections & Listings report. ShelbyNext 37

38 Final Tips 1. Take advantage of the 30-Day Free Trial of ShelbyNext Membership 2. Watch Demo Videos 3. Webinars 4. Join the Community 5. Training 6. Register for ISC 2019 (See you there!) 38

39 Jeannetta Douglas Shelby Contract Trainer Jeannetta Douglas is a Shelby Master Trainer living in Southern California. She began her career with Shelby while on staff at a large church working with both the financial and non-financial software. After completing her employment there, Jeannetta became an independent Shelby trainer. She effectively presents software training in a way that everyone understands and applies what they have learned. Jeannetta trains on Shelby v.5 and ShelbyNext.