Support for the MMS system is:

Transcription

1 Supprt fr the MMS system is: MMS: Chapters, Cuncils and Other Masnic Bdies Phne : (214) Administratr: Rbert Bigley & Marci Martinez manager@mms1.us Grand Encampment f Knights Templar Cmmanderies Phne: (713) Administratr: Jhn Elkintn jhn@gektusa.rg 1

2 When lgging int the system fr the first time please take the time t read the Imprtant Messages While we are in the prcess f becming Crss Brwser cmpatible make sure t lg int Internet Explrer with Cmpatibility View. This is set frm within Tls frm the Menu Bar 2

3 The secure lgin page is the start f MMS. Secure Lg In Cmpnents m Username Name assigned t user t lg int system m Passwrd Passwrd assigned t lg int system m Register fr new User Accunt m Recver yur frgtten Passwrd m Request Access T access Secure Lgin, pen a web brwser and enter t link t the secure lgin page. 3

4 Hw des ne request access: Request Access Once the request cmes in: Knights Templar GEKT will cntact the Grand Recrder t receive apprval All thers nt Knights Templar The MMS supprt team will cntact the Grand Recrder/Secretary t receive apprvals. 4

5 Access is assigned in tw BASE User Grups: Edit allws user t update all data that his ID gives him rights t View allws user t run all reprts that his ID gives him rights t Within that BASE User Grup the ID is assigned t user grups: N = Natinal S = State L = Lcal Yu can always check yur access rights by clicking n Prfile View When ID s are setup they are assigned an address, which has nthing t d with the address n the member s recrd. ID s are nt linked t membership recrds. Because f this the User can always change that address that is assigned t his ID by clicking n Administrative / User Prfile / User Prfile Update frm the hme screen. 5

6 This will bring up the user id s persnal prfile and frm there the user can update at that time. 6

7 User ID's When lgging in yu enter the incrrect UserID yu will get a message When Lgging in if yu have the crrect ID but wrng passwrd yu will get a message System will lck the user ID ut f system if user tries t access 3 times with incrrect passwrd, upn ding s a message appears n screen fr user t cntact System Administratr wh will unlck ID and will request the system send user an with a new passwrd, as we cannt see passwrds. Als every quarter we deactivate all USER ID s that have nt been used in ver 12 mnths, when the user lgs in after we have deactivated they will get a message t cntact System Administratr. Because f the clear messages there is n such thing as the system will nt let me in and I dn t knw why messages are in red at the tp tell user exactly why they cannt get in. A user may request n the hme screen a new Passwrd anytime which will g back t the address they registered with. 7

8 Structure f a Recrd Everything in the database is stred at a N S L structure N Natinal S State L Lcal Data within that structure fr a member is a ONE-t-Many relatinship One Peple recrd cntains Prfile data Peple recrd has MANY memberships Memberships are stred at the N S L level and have: Current and histrical status Orders / Degree dates Hnrs Elite Categries Offices Dnatins Cmmittees Dues data Data n ther Organizatins nt in Database This is the Peple Recrd cntaining the members Prfile data: 8

9 System Rights Training is available : One n One phne r shared sessin In scheduled meeting n site Csts t be cvered Wh can have access t the system fr Knights Templar: The nrmal prcess fr access t MMS is given t the fllwing Sir Knights: View Only Rights Grand Encampment Current Officers Grand Encampment Department Cmmanders Other Cmmittee Chairman as requested apprved by Grand Encampment. View Only Rights if requested and apprved by the Grand Recrder: Grand Cmmander Deputy Grand Cmmander Grand Generalissim Grand Captain General Other special access if requested Vluntary Campaign Chairmen Membership Chairmen Reginal / District / Divisins Representatives within a state Edit Rights: All Grand Recrders Assistant Recrders r Office staff. Cnstituent Recrders with apprved access by Grand Recrder Assistant Recrders with apprved access by Grand Recrder Grand Encampment Office Knights Templar Eye Fundatin State Chairman. Knights Templar State / Membership Chairman Wh can have access fr ther Masnic bdies: Edit Rights:. All Grand Recrders / Grand Secretaries. Lcal Recrders / Secretaries with apprved access by the Grand Recrder / Grand Secretary. All thers with apprval frm the Grand Recrder / Grand Secretary 9

10 Prfile Update Individual members in the Knights Templar wanting t update their prfile data can d that at any time. This is dne by ging t the GEKT web site Within the pulldwn Infrmatin will be a selectin fr MM Slutins Or at the bttm f the hme windw clicking n MM SOLUTIONS UPDATES This will bring the member t the MMS system Persnal Identificatin screen, which will allw them t gain access t their individual data. Click Verify My Identity it will ppulate the screen with the members persnal data. The MMS membership number is btained frm all dues cards generated frm the MMS System 10

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13 MMS Header Cmpnents Quick Link t 'Hme" r "Search fr Member" Will Clear ut Screen Title and Versin Link t Disclaimer T Change yur screen size yu wuld click "ViewPrt Size" If yu need t Change yur Prt Size yu will be taken t the screen belw 13

14 If at anytime yu need t change yur screen size this is where yu wuld chse t d s. 14

15 User Name and a way t View yur prfile Infrmatin which shws yur access rights. LgOut f System 4 sectins cntain individual task all are pull dwns System shws yu different system categries Reprts prvides 5 base sectins t run reprts Administrative administrative tasks Help cntains user guides & dcumentatin 15

16 Each f the 4 sectins shwn n the hme screen cntains different infrmatin. System shws yu system tasks Reprts - prvides 5 base sectins t run reprts Administrative administrative tasks Help cntains user guides & dcumentatin l System shws yu system tasks Membership Find a Member used t find a member clear current screen and returns yu t hme, same as selecting Lg. Organizatin Maintenance allws fr updates t be dne t the Natinal, State r Lcal bdy infrmatin based n yur access rights. 16

17 l Reprts shws yu all the different categries which cntain reprts. Member prvides a list f all the reprts that are available at the member level. 17

18 Organizatin prvides a list f all the reprts that are available at the rganizatin level. Dnatins prvides a list f all the reprts that are available t track dnatins. Knights Templar Only l Vluntary Campaign - Knights Templar Only KTEF Cmparative Campaign shws campaigns side by side. KTEF Campaign Activity the base reprt fr all cntributins that are received during a campaign. Cntributins by Fiscal Campaign shws yu by Cmmandery where the funds were credited. 18

19 Cntributins - Knights Templar Only Cntributins by Bdy shws all cntributins psted t an individual bdy within a specific date range. Cntributins by Surce Cde shws all cntributins within a date range based n surce cde assigned t the individual cntributin. Cntributins by Fund & Jurisdictin shws all cntributins within a jurisdictin based n a date range and fund allcatin. 19

20 l Misc. - Knights Templar Only KTEF Exemptins Rster shws by jurisdictin the KTEF Exemptins fr Active/Inactive as f a specific date. LS/P/AP/GC/GM Percentages shws by jurisdictin the percentages based n active members fr each prgram. Life Spnsr 100% Rster shws by jurisdictin thse lcal bdies that are currently at a specific percentage range. Grand Master/Cmmander Reprt shws by jurisdictin the Grand Cmmander and Grand Master Clubs held by individual members, and fr Grand Cmmanders Club the current accrued amunt applied t the club. Dues - Knights Templar Only l Member Exemptin List shws by jurisdictin the individual exemptins that are being applied fr Dues. 20

21 l Statistical l Activity Mdificatin Lg shws by jurisdictin the individual activity that has been dne t each member and wh did it. l Annual Return runs the Annual Return based n a date range, and prvides a summary f the numbers and supprting data fr each f the return categries. l User Access Reprt shws by jurisdictin within a date range what users have rights and the last time lgged in and if they have made any changes. l Active Lcal Bdies shw by jurisdictin the number f lcal bdies in the system. 21

22 Administrative shws yu all the different administrative functins available t yu as a user. User Prfile shws the different prfile tasks which yu can update. Change Passwrd allws yu the user t change yur passwrd. User Prfile Update allws yu the user t change sme f yur prfile data. Change Security Questin allws yu the user t change yur security questin. Lg tracks all s t and frm the system administratin. User Frms shws the frms that are available within the system. Recrder / Secretary Signature Frm used by lcal recrders and secretarys s that their signature can be applied t the dues cards. 22

23 Help gives yu the ability t review s and current and archived dcuments. Send t System Admin allws yu the user t send an t system admin. s Searchable PDF Guide. 23

24 Member Search The Member Search page is the first screen seen when lgging int MMS. There are 3 levels in MMS, Natinal, State, Lcal, yu can nly search fr members yu have rights t. * Natinal Users have access t all the members in their natinal bdy * State Users have access t all the members within their Grand bdy * Lcal Users have access t all the members within their Lcal bdy. Thse with editing privileges can make changes t the recrds, example, change status, change address, add fficers, hnrs r elite categries. Thse with view access can nly view the recrds. Yu d nt need t type in the entire name t search fr a persn. Yu can type in a few letters frm the first name and a few letters frm the last name. if there are t many fund then add a few mre characters f the name t narrw the search dwn. Alng with Name r Number search yu can limit it by where the member lives. Hint nt smething t be using n initial search. In the search area is a special sectin fr thse Natinal Bdies that seem t have their wn Natinal Number. Currently nly KTP In this area yu have the ability t limit the number f recrds that are returned n a search and hw the match shuld be made. Return we suggest 100 If the search returns mre than the 100 yu will get a message 24

25 l Match we suggest Wild this addresses misspellings and allws yu t limit the number f characters yu have used in the search l The Pht sectin is used when yu search fr a recrd, if the recrd fund has a pht it will appear. l The blue bar (Prir) n the right allws yu t g back and select individuals that yu have searched fr in the past. By pulling it dwn yu will get a cmplete list. Selecting Prir allws yu t change the rder f the pulldwn frm mst recent t alpha rder. l The yellw bar will display the recrd fund frm the search entered. l l The FOUND area will tell yu hw many recrds it fund. Using the pull dwn n the right f the yellw bar will display all the recrds fund. 25

26 By selecting the name yu wuld like t lk at will bring up the full Prfile data fr this member. 26

27 Add a New Member T add a new member, click n System, Membership, Add a New Membership menu item. User must search fr the new member befre prceeding in the system t ensure duplicatin f the persn des NOT ccur. The search filters n this screen are identical with thse n the Find A Member search except yu will be searching the entire database regardless f yur Natinal Bdy. Tip in Search: Many times when yu are ding a search a member is really n the database but spelled differently, this results in adding duplicates t ur database. T prevent this many times yu d nt need t cmpletely type ut the members name. Example: Rbert W. Armstrng - yu can lcate this by just "R" as first name and "Arms" as the last name. This will bring yu back a list f pssible members, frm the list just search thrugh, if yu get t many then increase yur search by adding additinal characters. Als nte a space fr State f Residence is prvided but nt nrmally needed and shuld nly be used if yu need t narrw dwn the search which nrmally this can be accmplished in the name fields. After searching the database the system will return recrds matching what yu have entered as the First and Last Name, belw yu will see tw examples f what is returned and what steps t fllw next: Example 1 - is what is returned if a match has been fund. Example 2 - is what is returned if n match has been fund. 27

28 Example 1 Match Because the system has fund members within the full database it will return the ttal recrds fund alng with a cmplete list f each recrd with their member affiliatins and status within that bdy. If yu d nt find the recrd fllw the prcedures utlined belw in Example 2 N Match. If yu have fund the recrd that yu wish t append (add) anther membership, click n that recrd. Once the recrd is selected yu will need t select the Natinal bdy frm the pull dwn, because this pull dwn is cntrlled by yur permissins in many cases it will be defaulted based n these permissins. 28

29 After yu have selected the natinal bdy based n yur permissins the state and lcal bdy will be defaulted. If yu have state permissins yu must select the Lcal bdy yu want t add the membership t. Because yu are adding a membership t the current member yu will need t select Select Status n hw yu wish t append (add) this new membership t the member. After yu have Selected Status and clicked n "Cntinue" the system will d a duble check n the bdy yu are appending (adding) this membership t, and if the system finds any members that are a ptential match based n the last name it will list them and ask yu t cnfirm that this member is nt already in yur lcal bdy. 29

30 If yu find that this membership is already in the lcal bdy click "Cancel". If yu have dne a duble check and yu want t cntinue t add this membership click "Cntinue & Save recrd" Once yu have clicked "Cntinue & Save recrd the Member Add Orders screen will appear. At the tp f this screen is the member s current rders with dates and the lcatin where they were taken. These are fr infrmatin display nly and nly thse with permissin t that Lcal bdy can change the date and r lcatin, s if yu see a mistake please let yur Grand Recrder r System Administratr knw. The member status that yu have selected prir t this screen appears bttm left. Yu nly need t add the Date f that status int the system and the persn that was the First Line Signer f the applicatin. This pull dwn fr First Line Signer may nt have all members ging back in histry r if yu d nt knw wh signed it, yu can select "Unassigned" 30

31 Nte the First Line Signer pull dwn table nly cntains members within the lcal bdy that the membership is being added t, it displays the names in three clrs: Black - Active members ---- Red - Deceased members ---- Gray - Inactive members At any time prir t selecting "Save" yu can click n "Reset" this will erase all yur infrmatin entered but will keep yu n this windw, r if yu select "Cancel" it will cancel ut f everything yu have dne and back yu ut f this screen. Once yu have selected Save in the previus screen yu will be taken back t the Edit Status screen, which will cnfirm everything has been added as yu have entered it. 31

32 Example 2 - N Match Because the system has fund n member within the full database that matches based n the data yu have entered, befre yu add this member please duble check the spelling t ensure yu have entered it crrectly s we dn t end up with a duplicate in the database. If it has been crrectly keyed click n: "I wuld like t ADD a new persn and membership t the database". OR 32

33 After clicking n the add link as nted abve yu will be taken t the Membership Add screen, in this screen, yu will need t add the remaining member infrmatin including "Address" and "Date f Birth". (bth are mandatry). Date f birth is very imprtant because it is used in edit checks and reprts, s please have the crrect date entered, but if yu d nt knw the date yu can key in with 1/1/1900. If the members address is unknwn, click Unknwn in the address area. After the address has been entered click n T USPS Certify, click here. 33

34 Once yu have clicked Cntinue frm the previus page yur next step is t select the Natinal bdy frm the pull dwn, because this pull dwn is cntrlled by yur permissins in many cases it will be defaulted in based n these permissins. After yu have selected the natinal bdy based n yur permissins the state and lcal bdy will be defaulted. If yu have state permissins yu must select the Lcal bdy yu want t add the membership t. Because yu are adding a member and his membership yu will need t select Select Status n hw yu wish t append this membership t the new member recrd. 34

35 Nte: If yu select: (The examples belw she Knights Templar, the verbiage will change based n the bdy) Petitiner/Candidate - will allw yu t add Petitiner & Candidate data as well as partial rders Knighted - All Orders Required Petitiner and Candidate dates are nt recrded r required but ALL ORDERS are. Affiliated - used when a member is Affiliating but cannt be fund n the database (this nrmally happens if a demit was issued prir t 2010 if it was issued after 2010 please cntact yur Grand Recrder r System Administratr) Using Affiliated will require yu t enter in the dates fr Orders and where they were taken s make sure yu have that infrmatin befre prceeding. Reinstated - used when a member is being Reinstated but is nt currently a member f yur lcal bdy (this nrmally happens if a suspensin was issued prir t 2010 if it was issued after 2010 please cntact yur Grand Recrder r System Administratr) Using Reinstated will require yu t enter in the dates fr Orders and where they were taken s make sure yu have that infrmatin befre prceeding. After yu have Selected Status and clicked n "Cntinue" the system will d a duble check n the bdy yu are appending (adding) this membership t, and if the system finds any members that are a ptential match based n the last name it will list them and ask yu t cnfirm that this member is nt already in yur lcal bdy. If yu find that this membership is already in the lcal bdy click "Cancel". If yu have dne a duble check and yu want t cntinue t add this membership click "Cntinue & Save recrd" 35

36 Because yu have selected Petitiner/Candidate status ptin yu will be taken t the Add Orders screen t enter the dates. If yu have all rders yu may enter them all at ne time but it is required that yu MUST enter Petitiner date and the First Line Signer. Dn t frget the system will d a duble check n the bdy yu are adding the member t, t see if it finds any members that culd be a ptential match based n the last name yu supplied. (this is explained earlier in this dcument) This pull dwn fr First Line Signer may nt have all members ging back in histry r if yu d nt knw wh signed it, yu can select "Unassigned" Nte - the First Line Signer pull dwn table nly cntains members within the lcal bdy that the membership is being added t, it displays the names in three clrs: Black - Active members ---- Red - Deceased members ---- Gray - Inactive members 36

37 Because yu have selected Knighting- All Orders Required rder status the Members Add Orders screen will appear. Dn t frget the system will d a duble check n the bdy yu are adding the member t, t see if it finds any members that are ptential matches based n the last name yu supplied. (this is explained earlier in this dcument) The member status that yu have selected prir t this screen appears bttm left. Because All Orders are required n this screen just fill in the rder dates. The State and Lcal bdy infrmatin is defaulted frm the previus screens based n yur permissins. Yu will be required t enter the First Line Signer f the applicatin. This pull dwn fr First Line Signer may nt have all members ging back in histry r if yu d nt knw wh signed it, yu can select "Unassigned" Nte - the First Line Signer pull dwn table nly cntains members within the lcal bdy that the membership is being added t, it displays the names in three clrs: Black - Active members ---- Red - Deceased members ---- Gray - Inactive members At any time prir t selecting "Save" yu can click n "Reset" this will erase all yur infrmatin entered but will keep yu n this windw, r if yu select "Cancel" it will cancel ut f everything yu have dne and back yu ut f this screen. 37

38 Once yu have selected Save yu will be taken back t the Edit Status screen, which will cnfirm everything has been added as yu have entered it. If yu selected Affiliated r Reinstated status the Membership Add Membership/Orders screen will appear. Remember at this pint yu are adding the member because yu culd nt find him in the database as well as his dates f his rders/degrees and where they were taken. Dn t frget the system will d a duble check n the bdy yu are adding the member t, t see if it finds any members that are ptential matches based n the last name yu supplied. (this is explained earlier in this dcument) The member status that yu have selected prir t this screen appears bttm left. Because this member was nt riginally fund in the database and yu have elected t add the member data as well as the membership yu still must enter in the rder dates and where they were taken. In this screen yu have the ability t select the riginal state and bdy which may be ut f yur jurisdictin. (If yu d nt lcate that bdy please cntact the System Administratr befre adding ( Cancel ut). Because all Orders are required n this screen and they are used in many different reprts the dates and lcatins must be crrect and are very imprtant DO NOT GUESS. 38

39 The bttm sectin State and Lcal bdy infrmatin is defaulted frm the previus screens. Yu will be required t enter the date and als the First Line Signer f the applicatin. This pull dwn fr First Line Signer may nt have all members ging back in histry r if yu d nt knw wh signed it, yu can select "Unassigned" It is nted that Reinstated des nt require a first line signer just select Unassigned Nte - the First Line Signer pull dwn table nly cntains members within the lcal bdy that the membership is being added t, it displays the names in three clrs: Black - Active members ---- Red - Deceased members ---- Gray - Inactive members At any time prir t selecting "Save" yu can click n "Reset" this will erase all yur infrmatin entered but will keep yu n this windw, r if yu select "Cancel" it will cancel ut f everything yu have dne and back yu ut f this screen. Once yu have selected Save yu will be taken back t the Edit Status screen, which will cnfirm everything has been added as yu have entered it. 39

40 Edit Status If yu want t edit an existing Members Status yu first must search fr the recrd by Name r Membership Number. T Find a member begin by either clicking n the lg (tp left) r click n "System then Memberhip"and select "Find a Member" sub menu. Begin by entering the members name r member number. Tip in Search: Many times when yu are ding a search a member is really n the database but spelled differently, this results in adding duplicates t ur database. T prevent this many times yu d nt need t cmpletely type ut the members name. Example: Rbert W. Armstrng - yu can lcate this by just "R" as first name and "Arms" as last name. This will bring yu back a list f pssible members, frm the list just search thrugh, if yu get t many then increase yur search by adding additinal characters. Als nte a space fr State f Residence is prvided but nt nrmally needed and shuld nly be used if yu need t narrw dwn the search which nrmally this can be accmplished in the name fields. 40

41 After searching the database the system will return recrds matching what yu have entered. The number f results will be displayed n the left. T display the entire list f results, click n the dwn arrw icn n the right hand side f this highlighted bx. The list f results will appear shwing Member Name, Birth Date, and Address. Nte: Red recrds are deceased members. 41

42 Click n the member line in the results grid, this will autmatically select the recrd and link all his data int the Member Prfile screen. On the left side will be the base cre functins which are linked t yur permissins. Depending n what yu are wanting t d yu will have tw ptins. Example 1 - if yu are changing a member s current status. Example 2 - if the member has partial Orders/Degrees and nt yet elevated t full membership and yu wish t add mre Orders/Degrees r he is currently at a Candidate status and yu wish t add ne r all f the Orders/Degrees. 42