PDS Church Office Diocese of St. Augustine August 2017

Transcription

1 Diocesan Guidelines for Parishes on Data Entry and Synchronization PDS Church Office Diocese of St. Augustine August 2017 This guide is a collaborative document created by the Diocese of St. Augustine, PDS, and Diocesan Publications.

2 TABLE OF CONTENTS 1. Data Entry/Setup 2 How to Configure Diocesan ID 2 Basic entry of New Information. 3 Reason for Changes Setup. 4 Logging Reason for Changes. 6 Update of Information. 6 Visitor/Non-Registered Parishioner 7 Deceased Parishioners. 7-8 Divorced/Separated.. 9 Missing/Incomplete Address. 9 Guidewords and When to Use Them 9 2. The St. Augustine Catholic Magazine 10 Newly registered families Bishop s Annual Stewardship Appeal Custom Reports 11 How to Run Custom Reports for BASA Synchronization.. 14 Synchronize with Diocese Setup.. 14 To select the Families, You Want to Synchronize. 15 Processing Synchronization Working/Processing Updates and Changes To Automate the Synchronization Process (Optional) Database Cleanup/Quick Reference. 20 Keywords Clean-up. 20 Make Families Inactive/Archive Families 21 How to Quick Post Synchronize w/dio Checkbox Contact Information For any questions concerning: St. Augustine Catholic magazine subscriptions and Diocesan mailings - De Santapola, ext. 123 Office of Communications Monthly synchronization & Bishop s Annual Stewardship Appeal Reports Lisa Lendvay, ext. 127 Office of Development & Stewardship For all Technical/other questions problems Refer to your parish service provider: PDS Support Diocesan Publications, Inc Diocesan Publications, Inc. Margarita M. Casas Consultant/ PDS Software Trainer Office: Mcasas@Diocesan.com 1

3 Data Entry/Setup How to Configure Diocesan ID Number NOTE: Every parish should be able to provide this Diocese Id Number if they are inquiring about certain accounts. This will help the Diocese locate files when you need assistance. The 2nd ID Number is used to link the family record between the local church database and the diocesan database. It should be visible, but not editable. How to configure diocesan ID number 1. On the ribbon, click the File menu. 2. Under Setup, click ID Number Options. 3. Select Display second ID numbers in the Families window. 4. Select Do Not Allow Changes. 5. Click Save/OK, then Close. The second ID will display on the Families window, next to the families ID/Envelope number. The initial synchronization with the diocese will assign a temporary 2nd ID number, for example *1097. Once the diocese assigns Diocesan numbers and you synchronize with the diocese again it will assign the permanent Diocesan ID for each family. This ID connects the family in your database with the same family in the diocesan database. 2

4 Basic Entry of New Information NOTE: Before adding a new family to the database, do a name search in order to eliminate duplicate records. Name Format: When entering a record, make sure you use the Formal and informal salutation fields for every record. Formal, only enter full name (Robert not Rob, Evelyn not Eve. Please include first, middle and last name of both spouses including any prefix or suffix. If they prefer you use a nickname, or other name, enter that in the informal salutation. 3

5 Reason for Changes Setup NOTE: The Diocese asks that all parishes use the Reason for Change feature on family records, to help with an information trail for all changes. To enable this feature in PDS Church Office 1. On the Ribbon, click the File menu. 2. Under Setup, click Initial Setup. 3. Select the Ask for Reason on Significant Changes option. 4. Click Save/OK, then Close. Logging Reason for Changes The reason for changes logs occurrences of important changes to family data and the reasons for the changes. 4

6 The reasons for changes display in red if they were made in another PDS program that is sharing data with PDS Church Office. The Reason for Changes applies when making changes to the following family information: Lines 1 and 2 of the Street, Mailing or Alternate addresses City/State Zip/Postal Deleting addresses Information to be synched with the diocese Family Status (active or inactive) Deleting a family or member Useful Information You can view logged changes and reasons from three locations within the program: The Reason for Changes link in the Families navigation pane The View Log of User Activity dialog box The Synchronize with Diocese/Metropolis process 5

7 Update of Information NOTE: The Diocese cannot see any comments in the remarks box you use in Church Office, therefore, when we pull in any changes to family information after a synch it is important for you to give us detailed reasons WHY you are making the change. Changing name or street information to a family record: 1. Enter the new information 2. Select the save button 3. When the General Reason for Change appears, use the drop-down menu and make a selection. Use the More Info space and type a guideword and detailed reason for the change. A parishioner notifies you they will no longer be attending your church/ they are changing their registration: 1. Enter the date in the Left Parish box 2. A box will appear on the screen asking if you want to make the family inactive, select YES 3. Select Save then the Reasons for Change opens up, click on the drop down for General Reason for Change choose Moved to Another Parish 6

8 Visitor/Non-Registered Parishioner A parishioner is attending your church but has not registered, or you would like to assign them an ID for contribution / school family, other purposes: 1. Type in all data necessary to create a family record but, DO NOT use the Registered selection or add a date 2. In the remarks box, note why they have been added as a family that is not registered, initial and date. 3. Use a manual log entry to note: not registered, and why: visitor, student, prep, etc. NOTE: The diocese can see your remarks in the manual entry. This is your way to communicate with Diocese information regarding this specific family record. Deceased Parishioners NOTE: Do Not skip the Mark Member Deceased screen. Go through each area and make the necessary changes. If done correctly you will see two entries for Reason for Changes, one for the member deceased and one for the family name change. This is the best way to let the diocese know that the Head of Household or the Spouse have died. You have received notification from family that the Head of Household is deceased: 1. Select the member that has died. Put in the deceased date then save the record 2. When you save the record, a drop-down Reason for Change will appear 3. Select Deceased and use the More Info for the Change selection and note who died and date deceased 4. This will log the change made to the member 5. Then the Mark Member Deceased screen appears 6. This screen will give you a one-time option to make all the necessary changes that affect the deceased s member record, survivor member record and the family record 7

9 7. After you select Save the Reason for Change to (ID Number) will appear 8. Select Deceased in the More Info. For the Change put the deceased s name and date of death. 9. Note that it shows the original family name and the new family name 10. In the Family screen area under Reasons for Changes you will see two entries, one for the member and the other for the Family You have received notification from family that there has been a divorce/separation 8

10 Divorced/Separated 1. Select the family name and make appropriate name changes, specifically note 2. how the wife would now like to be addressed, Mrs. John Smith/Mrs. Mary Smith/Ms. Mary Smith 3. When you save the record, a drop-down Reasons for Change will NOT appear 4. Select Reasons for Changes and select Manual Log Entry 5. Select Divorce/Separation and use the More info for the Change selection to list more detailed info Missing/Incomplete Address You have been notified/discovered an address is incorrect but do not have correct info/and or mail has been returned with no reason known: 1. Select Send no Mail on the Family record 2. In the left drop down menu select Reasons for Changes 3. Select Manual log entry 4. Select Other 5. Use guideword Incomplete Address or Incorrect Address and when/date Discovered, or any other note that will be helpful for the Diocese to update their records. Guidewords and When to Use Them Make a manual log entry when: Catholic Mag Unsubscribe A family calls the parish and asks to be unsubscribed from the magazine. Incomplete Address When changing an address that is missing information, i.e. Apt. #, building name, etc. Do not delete a record with an incomplete address Incorrect Address When you are changing and address that you have determined to be incorrect Moved- No longer living here If notified a family has moved out of the area, an/or envelopes or other Parish mail has been returned, but you have no forwarding address Outside of Diocese If a parishioner has moved outside of the Diocese, but for some reason wants to remain on the Parish records (might move back, wants to receive Parish info, end of year tax info) Remove Not Catholic - Use only if requested by member Remove No longer a Member Use if member notifies you they are changing their registration to another Parish Seasonal Address Use if member gives 2 separate addresses (i.e. they spend a few months of the year out of town or state) USPS Attempted not known USPS Forward time expired USPS Not deliverable as addressed USPS Unable to forward The above four keywords are to be used only if you have received returned mail from USPS and this is the wording on the yellow return label. 9

11 The St. Augustine Catholic Magazine Newly registered families Each time you enter a newly, REGISTERED family, the Diocese will automatically add every new family to the subscriber list. For this to happen, every parish must be synching on a monthly basis. Diocesan policy includes a free subscription only to registered families, if a family is not registered, but for some other reason is given an ID number, they can purchase a subscription by calling the Office of Communications (904) Ext

12 Bishop s Annual Stewardship Appeal Custom Reports How to Run Custom Reports for BASA These reports have to be run after October 31 st and not before. These reports gather data from for the previous year up until end of October. Run both reports starting November 1 st 10 th and forward to llendvay@dosafl.com To process the Greater than $2500 Contribution Export Report 1. To Process, open Church Office, from the Reports tab click Contribution Reports. 2. Double click the Export Family Basic Info > 2500 report to begin the Report wizard, or you can select the report and click Next. Note Some parishes may have added these reports to their Favorites. For ease of access for years to come add these reports to your Favorites. Favorites are managed using the star icon on the Quick Access toolbar. To add a favorite section, go to the window you want to add, and click the Favorites icon. In the dialog box that displays, click Add Favorite. Once the Favorites item is added, you can right-click it to delete, move, or rename it. 3. Use Next to navigate through the Report wizard. Continue through the report wizard to set the Export Properties. 11

13 For Export properties, specify where to save the CSV export file. Use the folder icon, to search for your folder saved on your desktop. Important Note The file location for the 2500 export should be saved in the 2500Custom folder that was saved on your local Desktop and the 7500 export should be saved in the 7500Custom folder that was saved on your local Desktop. The YEAR SHOULD REFLECT CURRENT YEAR. Note These images are examples only, your reports should reflect the current year the report is run. Keep in mind you will run this report year after year, so next year you will save the BASA 2500 yearly report into the 2500Custom folder and the name would reflect the current year the report is run, (if you have questions on what to name your report, contact Lisa Lendvay). 4. Use Next to navigate to Additional Layout Settings. 5. On the Additional Layout step, enter the Starting Date, for this year enter 11/1/2017. The ending date will auto populate. Select Include Any of the following Items. Click Clear All, and then select just the Church Contributions or the name of the fund used for your contributions (i.e. Contributions, Church Contributions, Offerings). Note These images are examples only, your reports should reflect the current year the report is run. 12

14 6. Click Next. 7. Make any other selections necessary, and then click Build Export. Important Note The first time you run this report, you may get an error message. Please do not be alarmed. Just rerun the report a second time, and it should start running properly then. Important Note Use these instructions to run this same report year after year. Make sure to change the starting date (i.e. next year enter 11/01/2018). To process the Greater than $7500 Contribution Export Report Use the same instructions above to run the greater than $7500 contributions export report. Once you have saved both reports to the folders on your desktop, open each file to ensure you have a complete list of family ID numbers, names and addresses. No contribution information is included. If there is nothing in the file, please contact Lisa Lendvay at llendvay@dosafl.com. If both files are complete, the diocese and attached these new files that you just created. Remember the file for the 2500 export should be on your local Desktop in a folder for 2500Custom, and the 7500 will be in a folder for 7500Custom. Note These images are examples only, your reports should reflect the current year the report is run. 13

15 Synchronization Synchronize with Diocese Setup When you add a new family record, you can have the program automatically default to synchronize the family with the Diocese. To set the default to synchronize new families with the diocese 1. On the ribbon, click the File menu. 2. Under Setup, click Initial Setup. 3. Select the Default Synchronize with Diocese to True option. 4. Click Save/OK, then Close. To manually change the synchronize families with the diocese check box 1. Search for the family that you need to change. 2. Click or Unclick the Synchronize with/dio Box 14

16 To select the Families, You Want to Synchronize You must tell the program which families you want to share with the diocese. You may have families entered in the program that are either not registered families, students, Prep, visitors, etc. that shouldn't be synchronized with the diocese for other reasons. Check with your diocese for the official policy. If this is your first time using the transfer process, click the Internet Connection tab. Enter the data required in each field. This information is supplied to you by PDS. If you do not have it, contact PDS support at The field values only need to be entered once; the program will save them. Click the Summary Information tab. If you have run this process previously, the View Last Summary and View History of Past Summary* buttons display. You can click these buttons view prior synchronized information. Processing Synchronization With this process, you can transfer your parish information to the diocese. Before you can sync your data, you must have a valid ID for your organization (which will be provided by your diocese), and Internet access. 1. On the ribbon, click the File menu. Under Data Synchronization, click Synchronize with Diocese. 2. On the Family Selections tab, identify the set of families in the church that will be synchronized with the diocese. This can be entered using the Synchronize With Diocese or Active/Inactive checkboxes located at the top, or as a set of ID/Envelope numbers, or using Additional Selections. Useful Information Additional Selections here, work exactly the same as Additional Selections for reports. 15

17 1. Select the first option to Only Include Families with Synchronize with Diocese Check Box Marked. (*Refer to the How to Quick Post Synchronize w/dio Checkbox, if this has not already been done). Only those families who have this box checked will be synchronized. 2. Select to Include Active Families and Include Inactive Families. 3. Use any other Selections, ID/Envelope numbers or Additional Selections to specify those families that should be synchronized with the Diocese. Useful Information Once configured, the program will remember these settings. This screen is typically NOT changed once it is initially setup. 4. Click Next to continue. 5. The program will compare the families you have in your database with the families the Diocese has in their database. Any additions, changes or deletions will be identified. 16

18 Working/Processing Updates and Changes Important Note On this selection screen you MUST identify the set of families that represent the ENTIRE church. It is important that you DO NOT try to identify specific individual families. For example, in a couple of weeks, you recently added several new families. DO NOT try to help the program by entering just those recent additions in the ID/Envelope Number box. The program is expecting a set of families that represents the entire church. 6. Review Additions, Changes, and Deletions. This screen allows you to review all information being sent to the diocese. At the top of the screen there are several options allowing you to filter what is displayed in the list. You can limit the list to just: Families Added by the Church Families Changed by the Church Families Removed by the Church Families Added by the Diocese (uncommon) Families Changed by the Diocese Useful Information For each entry, you must either Accept Request or Reject Request. If you uncheck both of these options the program will select the option Don t do Anything, and those items will redisplay for review the next time you attempt the synchronization. 17

19 7. Use the navigation buttons at the bottom of the screen to navigate through the records. This allows you to go to the First record, Previous record, Next record and Last record. 8. Click the Details of the Current Item tab to display the detailed information about a specific family record. Useful Information If either the church or diocese has changed information, those changes will display in red. Select Show Just the Red Lines, to show just red lines. 9. Once you have finished reviewing the changes, click Next. Important Notes The very first time you synchronize with the diocese, all of your families will be identified as Added by the Church. This is normal and expected. Your first synchronization will take longer than normal as the program uploads the initial set of families. After the family has been uploaded for the very first time they will be assigned a temporary 2 nd ID Number that begins with an asterisk. For example, *1234. This number will be replaced with a permanent number after the diocese performs the first synchronization step on their side. Your second synchronization will take longer than normal as the program downloads newly assigned 2 nd ID Numbers. This is the link between the two systems. Do not manually change 2 nd ID Numbers for families. Refer to the Configure Diocesan ID Number document, if this has not already been done. 18

20 To Automate the Synchronization Process (Optional) To sync automatically monthly to the Diocese, you can automate this process by completing the following: 1. On the File menu, click Data Synchronization > Synchronization with Diocese. 2. If this is your first time using the transfer process, click the Internet Connection Tab. Click the Automatic Update tab. 3. In the first field, select how often to run the update. 4. Select the check boxes to determine which data should be updated. 5. In the last field, enter the address to which you want update details sent. 6. Click Next to proceed with a manual synchronization, or click Cancel to close the window. Your changes will be saved. Important Note: If you automate the Sync process, you still have to work/accept changes made from the Diocese. Do not neglect these changes/updates. This is information that we are providing to your parish. 19

21 Database Cleanup/Quick Reference Keywords Cleanup Changes made here will be GLOBAL, which means if you share data with PDS Formation Office these changes will affect them too. Make sure to backup before starting the process. 1. Go to File 2. Click on Keywords 3. There are four areas with keywords that can be cleaned up. Click on each section you want to clean up To combine duplicate names: 1. Click Combine. 2. In the left column, select a Keyword to reassign. 3. In the right column, select the Keyword you want to keep. The left column names will be reassigned to this Keyword. 4. Click Add to List of Changes Below. The item selected in the left column is removed from the list and entered in the List of Changes to be Made window. The item selected in the right column is not removed. It can be selected again. 5. Repeat steps 2, 3, and 4 for all places to combine. 6. Review the list of changes. To remove an item from the list, click the change, then click Remove a Change. To remove all items, click Remove All Changes. 7. Click Combine/OK to process the items selected. Click Cancel to stop without processing. 20

22 Make Families Inactive Do NOT delete families from your database. Make them Inactive and then archive them if needed. 1. Backup before running this process 2. In the Family Screen go to Processes 3. Click on Activate/Inactivate Families Criteria for making a family inactive: Left Parish and had previous donations Family Status Visitor and NO previous donations Registered and NO previous donations Inactive families can be removed to the background (archived) without deleting any information. If the family comes back to the parish then it can be added again and all information is restored. (**Caution you cannot run reports on families that have been archived**) Archiving Inactive Families 1. Backup before running this process 2. In the Family Screen go to Processes 3. Click on Remove Families Criteria for archiving an Inactive family: Inactive Family and Status = Non-registered family Inactive Family and No previous years donations Inactive Family and Left Parish and NO previous donations 21

23 How to Quick Post Synchronize w/dio Checkbox For existing family records, you can quickly post to synchronize families with the diocese. This quick posting can be done when you have a group of families that need the Synchronize w/dio checked. To quickly post the Synchronize with Diocese option 1. Backup your data 2. On the Information tab, click Families. 3. In the navigation pane, click Quick Posting, then Synchronize with Diocese. 4. Select Use the Automatic Updating method to select a group of families, then click Next. 22

24 5. Select which Family records need to be synchronized with the Diocese. For example, if you need to have the Synchronize w/dio box marked for all Inactive families, select Include Inactive Families. Click Next. 6. To set the Synchronize with Diocese option differently for each family, choose Select or clear the Synchronize with Diocese check box individually. Or, to set it the same for your entire list, choose Assign the same Synchronize with Diocese check box value to all selected families, then select or clear Synchronize with Diocese. Click Next. 23

25 7. The process will build a posting list. Review the list and select or clear Synchronize with Diocese. To exclude a record from the process, clear the Post Information box. 8. When you are ready to post to the selected records, Click Next. A dialog will appear asking for the Reason for the Change. Enter the reason for this change, then click Log/OK. 9. To print a list of all the families with the change, select Print a list of information posted. This would be a very long report if it s all active and inactive families in the database, so you can print it to paper or you can print it to a file, if necessary. 10. To post the changes to the selected families, click Finish. 24