PACS. Family & Members. User Guide. pacs1.1

Transcription

1 PACS Family & Members User Guide pacs1.1

2 Tribal SchoolEdge Level 1, 17 Madden Grove RICHMOND VIC 3121 Support Centre: Web: Tel: (calls from Australia) or Human Edge Software Corporation Pty Ltd, Melbourne 2016 SchoolEdge is a registered Business Name of Human Edge Software Corporation Pty. Ltd. Human Edge Software is a member of the Tribal Group Date: 19 May 2017

3 Table of Contents PACS... 4 Document Overview... 4 PACS Overview... 5 Overview... 5 Logging into PACS... 6 PACS Screen... 7 People Menu... 8 PACS Database Structure... 9 Searching for Records Overview People Forms Search Methods Searching for Groups Viewing Family Groups Overview Member Perspective Family Perspective Entering People Records Overview Data Fields New Member for an Existing Family New Family and Members Adding Further Details Linking a Member to a Family Data Entry Rules Overview Entering Phone Numbers Editing Drop Down Lists Working with Member Records Overview Editing Family/Member Records Archiving Families/Members Global Changes Ministries Overview Ministries on the Member form Quick Select Ministries Member Notes Overview Family/Member Notes Exporting Overview Exporting from Forms Basic Enhanced Export Quick Merge PACS Family and Members User Guide Page 3

4 PACS Document Overview The Manual This document is a Guide to steer you through the use of PACS for managing Family and Member records. Make notes and highlight key areas to help yourself retain information, or remember where to refer back to for information. Format This User Guide is broken into chapters. Each chapter gives an overview and then step by step instructions. Use of Guide This manual is designed to give you step by step instructions for a particular function within PACS. Conventions In this User Guide, you will find some of the following conventions: BLUE TEXT This text highlights PACS keywords. Text separated by arrows. Example PEOPLE MEMBERS. This means, from the PEOPLE menu, select the MEMBERS item. PACS Family and Members User Guide Page 4

5 PACS Overview Overview Introduction It is important to understand not only how to log into PACS, but to understand the screen layout, how the database structure works and how the records are linked together. Contents This chapter contains the following topics: Topic See Page Logging into PACS 6 PACS Screen 7 People Menu 8 PACS Database Structure 9 PACS Family and Members User Guide Page 5

6 Logging into PACS Introduction When using PACS at your Parish, logins can be setup for each user, which consists of a username and password. Different levels of security can be assigned to each user so they can only access the features and functions that are relevant to them. by step Follow the steps in the table below to log into PACS. 1 Double Click on the PACS icon on the desktop. Result: The PACS login screen will open. 2 Enter USERNAME and PASSWORD. 3 Click on LOGIN. Result: PACS will open. PACS Family and Members User Guide Page 6

7 PACS Screen Introduction The PACS screen is initially menu driven to select the required functions or modules. Once you have opened a form, there are further options and functions available. The Screen TITLE BAR with version number and database name. The main menu we will be using for entering and maintaining Member and Family records is the PEOPLE menu. The other menus refer to the financial, the registers, the reporting and the maintenance aspects of PACS. MENU BAR giving access to all PACS menus. PACS Family and Members User Guide Page 7

8 People Menu Introduction The People menu gives access to features, functions and modules that relate to the people in PACS. These may relate to: Members Families Exporting people records. In this User Guide we specifically deal with Members and their Families. PACS Family and Members User Guide Page 8

9 PACS Database Structure Introduction It is very important to understand the database structure and how the records are connected. This can be simplified by the following flowchart: Family Hold central Family details Members Many members may belong to a family. Family The FAMILY record is the fundamental grouping to which parishioners are attached. This holds details that apply to the household, often a nuclear family of parents and children. Family and household details related to the whole group. Example Family Name: Smith Family Address: 12 Jones Street, Melbourne 3000 Family phone number: Other details such as Parish zone and ethnicity and so on can also be recorded in the Family details. Members Each MEMBER of a family relates to the group by a family role. A member who is a child in one family may grow up and remain in the parish to become a parent in their own family. Each family is made up of a group of individuals and a member may belong to more than one family with different Family roles in each. The database structure allows the parish to capture the evolving nature of these relationships over time and use the knowledge in ongoing pastoral care. Many details may be recorded about the involvement of the individual in the life of the parish. PACS Family and Members User Guide Page 9

10 PACS Database Structure, Continued Contacts If an individual is not a parishioner, they may be recorded in the database as a CONTACT. This type of record also allows you to record the details of organizations which are important to the parish. Contacts may be involved with the parish in a variety of ways and recording them in the system allows for the ease of communications. PACS Family and Members User Guide Page 10

11 Searching for Records Overview Introduction There are many methods of searching for records, whether they are Member or Family records. The search methods used are applicable to most forms within PACS. Contents This chapter contains the following topics: Topic See Page People Forms 12 Search Methods 15 Searching for Groups 22 PACS Family and Members User Guide Page 11

12 People Forms Introduction The PEOPLE forms include the following forms: Member Family Each menu option takes you to the same People form, but to the appropriate MAJOR tab. This means that you can stay in the PEOPLE form and swap between tabs, rather than going in and out of the menu. by Follow the steps in the table below to access the various People forms. 1 Click on the PEOPLE menu. 2 Select: Member Family Result: The selected form will open. PACS Family and Members User Guide Page 12

13 People Forms, Continued People Form Minor Tabs Major Tabs ADD, VIEW and EDIT radio buttons top left corner. Whenever you want to perform a function, whether it is to ADD a new record, VIEW an existing record, or EDIT an existing record, select the option here first. The MINOR tabs change depending upon the major tab you have selected. The TAB key on the keyboard can be used to move through the fields on the form. PACS Family and Members User Guide Page 13

14 People Forms, Continued Common Buttons The following buttons are common to each PEOPLE form. Find Undo Save Exit Enter search criteria and click on FIND to search for records. Will UNDO the last actions performed. Takes you back to the point when the record was last saved. Will SAVE changes made to the record. Will close the PEOPLE form. PACS Family and Members User Guide Page 14

15 Search Methods Introduction There are several methods that can be used in searching for records, or groups of records. The methods of searching that we use in the MEMBER form are the same for the FAMILY form. Use the Binoculars Follow the steps in the table below to use the binoculars to find a Member record. 1 Ensure you are in the MEMBER form. 2 Click on the binoculars button on the toolbar. Result: The MEMBER LOOKUP form will open. 3 Click on the alphabetical tabs to view surnames that begin with that letter. 4 Double click on the required name Or Click once to select the name and click on the SELECT button. Result: The selected record is shown in the form. PACS Family and Members User Guide Page 15

16 Search Methods, Continued Starting a search Follow the steps in the table below to search for a record. 1 Ensure the MEMBER major tab is selected on the left side of the form. 2 Select VIEW on the left side. 3 Enter the search criteria. 4 Click on or press n on your keyboard. Result: The first Member in the database matching the criteria will be displayed. The total number of Members found according to the search criteria will be displayed in the bottom right corner of the form. PACS Family and Members User Guide Page 16

17 Search Methods, Continued Starting a search (continued) 5 Use the NAVIGATION BUTTONS on the toolbar or use the n function key to scroll through the Member names. Note: n displays the next Member in the database and jn displays the previous Member in the database. Search for ALL Members Follow the steps in the table below to view ALL Members. 1 Ensure the MEMBER form is clear to start your search. 2 If necessary, click on Click on to clear your form of data. on the left side of the form. Result: ALL Members in the database will be found. The first Member entered in the database will be displayed. The total number of Members found according to the search criteria will be displayed form. in the bottom right corner of the You are currently viewing these records in the form or FORM VIEW. PACS Family and Members User Guide Page 17

18 Search Methods, Continued TABLE view TABLE VIEW displays a list of all Members in a table format. 1 Ensure the MEMBER form is clear to start your search. If necessary, click on to clear your form of data. Ensure VIEW is selected. 2 Click on the TABLE VIEW button on the toolbar. Result: ALL Members will be listed in a table format. Note: If you have entered search criteria and then clicked on TABLE VIEW, only Members that meet the search criteria will be listed. The TABLE VIEW button is a toggle that swaps you between TABLE VIEW and FORM VIEW. 3 Select the required Member by double clicking on their name, OR click on their name and press Enter. Result: The selected Member s details will be displayed on the MEMBER form. PACS Family and Members User Guide Page 18

19 Search Methods, Continued SORTING in Table View While in TABLE VIEW the names can be sorted by any column in the table. 1 Whilst in TABLE VIEW, RIGHT click anywhere on the column that you wish to sort by. Example: To sort by surname, right click on the surname column. Result: A shortcut menu will appear. 2 Select SORT ASCENDING or SORT DESCENDING from the shortcut menu. Result: The list of records will now be sorted according to the option selected. Search by FULL Name Follow the steps in the table below to search for a specific Member by FULL name. 1 Ensure the MEMBER form is clear to start your search. If necessary, click on to clear your form of data. Ensure VIEW is selected. 2 Click in the FULL NAME field and enter the Member s first and last name (with correct spelling). 3 Click on or press n on your keyboard. Result: The search results will open in the form. PACS Family and Members User Guide Page 19

20 Search Methods, Continued Search by LAST Name Follow the steps in the table below to search for a specific Member by LAST name. 1 Ensure the MEMBER form is clear to start your search. If necessary, click on to clear your form of data. Ensure VIEW is selected. 2 Click in the FULL NAME field and enter the Members last name only (with correct spelling). 3 Click on or press n on your keyboard. Result: The search results will open in the form. Search by Member INITIALS Follow the steps in the table below to search for a specific Member by their INITIALS. 1 Ensure the MEMBER form is clear to start your search. If necessary, click on to clear your form of data. Ensure VIEW is selected. 2 Click in the FULL NAME field and enter the Member s initials with a space between the two letter i.e. S G 3 Click on or press n on your keyboard. Result: The search results will open in the form. PACS Family and Members User Guide Page 20

21 Search Methods, Continued Search when not sure of name There are times when you are not sure of the member s name. The following search criteria could help. Criteria Chloe * name, space, asterisk em * letters, space, asterisk ca m?n Result This will search for all Members with that first name, e.g. Chloe. This will search for all first names that begin with those letters, e.g. Em will find Emma and Emily. This will search for all surnames that begin with those letters, e.g. Ca will find names such as Cain and Cameron. This will search for surnames that being with the first letter, then one unknown character, and then the second letter, e.g. m?n will find names such as such as Mansbridge, Monaghan, Monas. PACS Family and Members User Guide Page 21

22 Searching for Groups Introduction You can search not only for individual Members or records, but also for groups of Members or records, such as all families in a particular street, or members in a particular group or with a particular flag. This means that you can export that group, or make a global change to that group. by Follow the steps in the table below to search for a group of Members. 1 Ensure the MEMBER form is clear to start your search. If necessary, click on to clear your form of data. Ensure VIEW is selected. 2 Enter the required search criteria for the group of Members or records. 3 4 This example shows criteria to search for all Males who are Married. Click on or press n on your keyboard. Result: The search results will open in the form. Use the navigation buttons keyboard to scroll through the records. or n on your PACS Family and Members User Guide Page 22

23 Viewing Family Groups Overview Introduction There are several ways of viewing how the FAMILY and MEMBER linked, or related. This means you can: Look up a MEMBER and view the family group. Look up a FAMILY and view the family group. Contents This chapter contains the following topics: Topic See Page Member Perspective 24 Family Perspective 25 PACS Family and Members User Guide Page 23

24 Member Perspective Introduction Viewing a family group from the MEMBER perspective means finding a MEMBER record and viewing the family group. by Follow the steps in the table below to view a family group from the MEMBER perspective. 1 Ensure the MEMBER form is clear to start your search. If necessary, click on to clear your form of data. Ensure VIEW is selected. 2 Search for and locate the required MEMBER. 3 With the Member details on the form, click on the GROUP minor tab (this may already be selected). Result: The FAMILY STRUCTURE for that Member will be shown at the bottom of the form. Note: This Member is a member of 2 different families. He is the Head of his primary family, and an adult brother of his secondary family. PACS Family and Members User Guide Page 24

25 Family Perspective Introduction Viewing a family group from the FAMILY perspective means finding a FAMILY record and viewing the family group. by Follow the steps in the table below to view a family group from the FAMILY perspective. 1 Click on the FAMILY major tab. Ensure the FAMILY form is clear to start your search. If necessary, click on to clear your form of data. Ensure VIEW is selected. 2 Search for and locate the required FAMILY. Tip: The same search methods apply to both PEOPLE forms. 3 With the Family details on the form, click on the GROUP minor tab (this may already be selected). Result: The FAMILY STRUCTURE for that family will be shown. Note: The HEAD of the Vincent family is also an ADULT BROTHER in the Caller family. 4 Double click on a MEMBER name to go to their major file. PACS Family and Members User Guide Page 25

26 Entering People Records Overview Introduction There are 2 main scenarios for entering new PEOPLE records. You can enter a: New Member for an existing Family. New Family and Members. You can also add further details for a Family or Member, as well as linking a Member to a Family. Contents This chapter contains the following topics: Topic See Page Data Fields 27 New Member for an Existing Family 30 New Family and Members 33 Adding Further Details 37 Linking a Member to a Family 39 PACS Family and Members User Guide Page 26

27 Data Fields Introduction Both the Family and Members forms have fields for data to be entered. A description of fields on both forms is detailed below. Family Form Standard Designated Fields: Mail to name on labels, reports, formal salutation special format option on the right click menu Greeting familiar salutation, in some reports, used within giving receipts and statements Address residential and mail address Use the residential address if there is only one address that serves both purposes Phone family or silent Parish zone Create a list of your own parish zones to select for each family Ethnicity Customize to the ethnic groups in your parish if known Residential structure Can be used to describe the households in your parish if known Parish specific fields: Remarks Create a list of family characteristics Included on the family member list PACS Family and Members User Guide Page 27

28 Data Fields, Continued Member/Giver Form Standard, designated fields: Full name Name on member labels, Use of preferred name reports Date of birth Calendar control Age calculated automatically Other Address If you need to record a different address for a family member Use this for an address for a contact who is not a member of a family Phone Business, fax, mobile, Each member may have different phone numbers of these types Religion Editable list to suit the parish Marital status Editable list to suit the parish Source Giving result Used for how the information was obtained. Editable list to suit the parish Result code of a fundraising campaign. Editable list to suit the parish Editable list to suit the parish Editable list to suit the parish Editable list to suit the parish Editable list to suit the parish Used principally for fundraising campaigns. Country of birth Language Ethnicity Occupation Employer School School attended Schools can be designated as local parish schools for mail distribution purposes. Year Date of death Deceased flag Grade level of students Can be used alone if date is unknown Can be relevant for pastoral care. PACS Family and Members User Guide Page 28

29 Data Fields, Continued Member/Giver Form (continued) Parish specific fields: Remarks Create a list of member characteristics Group Editable list to suit the parish An alternative grouping to zone. Perhaps mass centre or school and non school families Sacraments Tab For entering details of sacraments not part of the register of this parish Sacraments performed in this parish are recorded in the appropriate register and are displayed here if linked to the parishioner PACS Family and Members User Guide Page 29

30 New Member for an Existing Family Introduction A new member for an existing family is a Member who may be a new baby to a family, or a new spouse. Therefore the family already exists at the Parish and within PACS. by Follow the steps in the table below to enter a new Member for an existing family. 1 Select PEOPLE FAMILIES Result: The Family form will be displayed. 2 Locate the existing FAMILY to add the new member to. Hint: You can use the binoculars on the toolbar to open the FAMILY LOOKUP form. PACS Family and Members User Guide Page 30

31 New Member for an Existing Family, Continued by (continued) 3 With the Family details displayed, click in EDIT in the top left corner. Click on the ADD MEMBER button. Result: The New Contact form is displayed. Note: This will link the CONTACT to the FAMILY, as noted in the title bar at the top of the form. PACS Family and Members User Guide Page 31

32 New Member for an Existing Family, Continued by (continued) 4 Enter the following details for the new MEMBER. Full Name (mandatory) Date of Birth Gender (mandatory) Telephone Number, and Family Role (mandatory) 5 When all details are complete, click on Save on the left side of the form. Result: The new MEMBER is saved, and the form is cleared, ready for you to enter another member for the selected family if necessary. 6 To see the FAMILY group, with the new linked MEMBER (and if you DO NOT want to add any more new members), click on the FAMILY tab. Result: The Family with the new member is displayed. PACS Family and Members User Guide Page 32

33 New Family and Members Introduction A New Family and Members needs to be entered when a new Family comes to the Parish. by Follow the steps in the table below to enter a new Family and Members. 1 Select PEOPLE FAMILIES Result: The Family form will be displayed. 2 Click in ADD in the top left corner. 3 Enter the details for the new FAMILY. Note: The Mail To and Greeting can be entered manually, or added using a shortcut. To use the Mail To and Greeting shortcut, leave the fields blank and follow the steps on page 35 Mail to and Greeting. PACS Family and Members User Guide Page 33

34 New Family and Members, Continued by (continued) 4 When the FAMILY details are complete, click on SAVE on the left side of the form. Result: The New Contact form is displayed. 5 Enter the first MEMBER for the FAMILY ensuring you enter: Full Name, including Mr/Mrs (mandatory) Date of Birth Gender (mandatory) Telephone Number, and Family Role (mandatory) 6 When all MEMBER details are complete (for the first member), click on SAVE on the left side of the form. Result: The new MEMBER is saved, and the form is cleared, ready for you to enter another member for the selected family. 7 Enter the details for the second MEMBER. SAVE when all details are complete. PACS Family and Members User Guide Page 34

35 New Family and Members, Continued by (continued) 8 When all members have been added, make sure you click on the CANCEL LINK button. Result: The adding members process is stopped, and you will be returned to the FAMILY form. Mail to and Greeting When you have saved a Family with Members, you can then go back to the Family record to add in the MAIL TO and GREETING. 1 After the Family and Members have been saved, and you have been returned to the Family form to view the Family details, click in EDIT. 2 Click with your RIGHT mouse button on the MAIL TO field, and select FORMAT. PACS Family and Members User Guide Page 35

36 New Family and Members, Continued Mail to and Greeting (continued) 3 Select the FORMAT you wish to use. The names in the format form are a sample only, the real Family and Member names will be used. 4 Click on OK. Result: The selected Format is inserted in the MAIL TO field. 5 Click with your RIGHT mouse button on the GREETING field, and select FORMAT. 6 Select the FORMAT you wish to use. The names in the format form are a sample only, the real Family and Member names will be used. 7 Click on OK. Result: The selected Format is inserted in the GREETING field. 8 Click on SAVE to save the changes to the Family record. PACS Family and Members User Guide Page 36

37 Adding Further Details Further Details When entering Member details, there are further details that can be entered for a Giver and/or Member. Member fields are available for a Member and a Giver. Giver fields are available for Givers only. To enter or change data for any of these fields, retrieve the required record, and ensure you select Edit in the top left corner. Note: All drop down lists can be edited to suit your own Parish needs. See chapter titled Data Entry Rules Editing Drop Down Lists. Tab Field Giver or Description Member Member Role Giver The role the giver plays in a fundraising campaign. Member Team Giver Is the Giver part of a team involved in fundraising? Member Source Member How did the Member come in contact with the Parish? Member Giving Result Member This field indicates the response to a fundraising campaign. Member Remarks Member This allows the Parish to create your own list of remarks to add to a Member. Member Group Member This field indicates Givers of a certain type, as specified by the Parish. More Occupation Member The member s occupation. More Employer Member The member s employer. More School Member If the member is a student, which school do they attend? More Year Member The Year level the student is currently in. More Date of Death and Deceased tick box Member To be used if a member has passed away. More Mail to Giver Enter the name for correspondence to be addressed to. i.e. Mr and Mrs Smith More Greeting Giver The greeting or salutation for correspondence. i.e. Peter and Mary More Correspondence Method Receipt More Correspondence Method Statement Giver Giver Default method of issuing a receipt. Select from mail, fax or . Default method of issuing a statement. Select from mail, fax or . PACS Family and Members User Guide Page 37

38 Adding Further Details, Continued Sacraments tab The Sacraments tab allows event such as: Baptism Reconciliation Eucharist Confirmation Blessing of Sick Marriage For each of these events the following information is recorded: Date Place Parish Celebrant Ministries The Ministries tab is used to record voluntary roles, expressions of interest for participation, or areas of specialty for members and givers. See Chapter titled Ministries. PACS Family and Members User Guide Page 38

39 Linking a Member to a Family Introduction There are times when a Member may need to be linked to a second Family. An example of this may be where the person is a husband in one family, and a brother in another family. by step Follow the steps in the table below to link a Member to a second family. 1 Select PEOPLE MEMBERS Result: The Members form will be displayed. 2 Retrieve the required MEMBER record. 3 Click in EDIT in the top left corner. Result: The ADD TO FAMILY button becomes available. PACS Family and Members User Guide Page 39

40 Linking a Member to a Family, Continued by step (continued) 4 Click on ADD TO FAMILY. Result: The Family form is displayed where you can select the Family to add the Member to, or enter a new family if required. 5 If linking to an existing family click on the binoculars button on the toolbar, and select the required Family. Result: The selected Family is displayed. 6 Select the FAMILY ROLE for the newly linked Member. PACS Family and Members User Guide Page 40

41 Linking a Member to a Family, Continued by step (continued) 7 Click on SAVE on the left side of the form. Result: You will be returned back to the Member form, with the new Family Group details displayed. PACS Family and Members User Guide Page 41

42 Linking a Member to a Family, Continued Primary and Secondary Family If a Member is part of 2 different families, one family will be their PRIMARY (main) family, and the second family will be their SECONDARY Family. If they are listed in the wrong order, the priority of the Family can be changed. Follow the steps in the table below to change the order of priority for a Family. 1 Ensure you are viewing the required MEMBER with multiple families. In this case John Vincent is a: Brother in the Caller (CAL001) family, and a Spouse in the Vincent (VIN001) family. The family at the top of the list displayed in black is the Primary family, and the Secondary family is displayed in grey. We need to change this so that Vincent is the Primary family and Caller is the Secondary family. 2 Click in EDIT in the top left corner. PACS Family and Members User Guide Page 42

43 Linking a Member to a Family, Continued Primary and Secondary Family (continued) 3 In the FAMILY GROUP section, drag the Primary family to the top of the list. Result: The new Primary family is listed at the top and displayed in black. Note: There is no need to save this change as it is saved automatically. PACS Family and Members User Guide Page 43

44 Data Entry Rules Overview Introduction When entering data into PACS, there are several methods, or rules, to be aware of. Contents This chapter contains the following topics: Topic See Page Entering Phone Numbers 45 Editing Drop Down Lists 47 PACS Family and Members User Guide Page 44

45 Entering Phone Numbers by The phone number field holds not only phone numbers, but also details for mobile phone numbers, fax numbers and addresses. Follow the steps in the table below to enter multiple phone numbers. 1 You must either be adding a NEW record, or EDITING an existing record. 2 Click on the drop down arrow next to the phone number field. Result: The phone number form will open. 3 The BUSINESS number is the first TYPE that appears. You can enter the BUSINESS phone number in the NUMBER field. If the first number you want to enter IS NOT the business number, click on BUSINESS and a drop down list of number types will appear. PACS Family and Members User Guide Page 45

46 Entering Phone Numbers, Continued by (continued) 4 Select the required number TYPE. Enter the appropriate number in the NUMBER field. 5 To enter an additional number, click on the ADD button at the bottom of the phone numbers form. Result: A new line for the next phone number is created. 6 Change the TYPE if required. Enter the phone number (or fax or ) 7 Continue adding further contact numbers, or click on OK when complete. A number will appear next to the phone number field to indicate how many phone numbers have been entered for the person. This record has 2 numbers entered. PACS Family and Members User Guide Page 46

47 Editing Drop Down Lists by Most drop-down lists within PACS can be edited and customized to suit your needs. Follow the steps in the table below to edit a drop-down list. 1 Click with your right mouse button on the white part of the field for the drop down list. Result: A shortcut menu will appear. 2 Select EDIT ITEMS. Result: The DATA form will open for that drop-down list. 3 Click on: Button Add Delete Undo Save Exit Properties Description To add a new data item to the list. To delete the selected item. To undo the last change made. To save the change. Click on SAVE after each new item added. To close the form. This button swaps you between the data for the drop-down list and the properties of the drop down list. This button changes from PROPERTIES to DATA, depending on which form you are in. PACS Family and Members User Guide Page 47

48 Editing Drop Down Lists, Continued by (continued) 4 In this example we will add several items to the list and change the properties for the SOURCE field on the MEMBER form In the DATA form, click on ADD. 5 Enter Referral in the DESCRIPTION field. 6 Click on SAVE on the right side of the form. Result: The data item is saved and added to the list on the left side. 7 Click on ADD again. Enter Approached Church in the DESCRIPTION field. 8 Click on SAVE on the right side of the form. Result: The data item is saved and added to the list on the left side. 9 Click on ADD again. Enter Local Advertisement in the DESCRIPTION field. 10 Click on SAVE on the right side of the form. Result: The data item is saved and added to the list on the left side. PACS Family and Members User Guide Page 48

49 Editing Drop Down Lists, Continued by (continued) 11 Click on the PROPERTIES button to change the properties for the drop-down list. Result: The data form will change to the properties form. 12 The following information can be changed/selected: Field Caption Default Value Mandatory Multiple Select Edit during Entry Not Required Auto Sort Upper Case Uses Value Field Description The name of the field on the form The default value that is entered in the form automatically. If selected, the field must be completed when entering data. If selected, will allow more than one item to be selected from the list. If selected, allows you to right click on the field and select EDIT ITEMS to make changes to the field whilst in the form. If selected, will remove the field from the form altogether. If selected, will list the items in alphabetical order. If selected, will list all items in uppercase. If selected, allows you to enter a numerical value as well as text for each item. 13 When all changes have been made, click on SAVE on the right side. Note: If you have made changes and not saved them, PACS will ask if you want to save the changes before exiting the form. PACS Family and Members User Guide Page 49

50 Editing Drop Down Lists, Continued Alternative Edit Drop Down Lists You may have selected to turn off the EDIT ITEMS option on the dropdown lists. The drop-down lists can be accessed to be edited and customized from the menu. Follow the steps in the table below to edit a drop-down list. 1 Select MAINTENANCE USER CODES. Result: The User Codes form will open. A folder for the different sections that have user codes will be displayed. 2 Click on the folder to see the fields it contains. Result: The fields related to the folder will be listed. 3 Select the field to be edited. 4 Follow steps 3 to 13 from the section Editing Drop Down Lists PACS Family and Members User Guide Page 50

51 Working with Member Records Overview Introduction There are changes that will need to be made to Family and Member records throughout the Families time at the Parish. These could be simple address changes, through to nominating a new Member, or actually leaving the Parish. Contents This chapter contains the following topics: Topic See Page Editing Family/Member Records 52 Archiving Families/Members 53 Global Changes 62 PACS Family and Members User Guide Page 51

52 Editing Family/Member Records Introduction When a Member changes any part of their details, we need to EDIT their Member record. If a Member changes address or home phone number, we change this on their Family record. by Follow the steps in the table below to edit a Family or Member record. 1 Search for the Family or Member record so you can see it in the FAMILY or MEMBER form. In this case we are changing the address in the Family form. 2 Click in EDIT Result: The record will be activated for editing. 3 Make the necessary changes to the record. In this case we are changing the Member address. Click in the ADDRESS field and change to the new address. 4 When all changes have been made, click on SAVE. Result: The changes have been saved to the Family record and to any linked Members. PACS Family and Members User Guide Page 52

53 Archiving Families/Members Introduction There are times during the year that a Family or Member may move away from the area, and are therefore no longer a member of your Parish. Their records can either be archived or deleted altogether. If they are archived, their information and history will remain and they may be restored at a later time. If they are deleted, they no longer exist in PACS, and cannot be restored. Archiving a family will also archive all members of the family. Restoring a Family will restore all members for whom this is the current family. Archiving and restoring can also be done to individual members. Archive a Member Follow the steps in the table below to archive a Member. 1 Click on the MEMBER tab. 2 Locate the required MEMBER. 3 Select EDIT on the left side of the form. 4 Click on the ARCHIVE button. Result: A confirmation message will be displayed. PACS Family and Members User Guide Page 53

54 Archiving Families/Members, Continued Archive a Member (continued) 5 Click on YES (or NO) as required. Result: The Member has been ARCHIVED. Note: The ARCHIVE button has changed to a RESTORE button. PACS Family and Members User Guide Page 54

55 Archiving Families/Members, Continued Archive a Family Follow the steps in the table below to archive a Family. 1 Click on the FAMILY tab. 2 Locate the required FAMILY. 3 Select EDIT on the left side of the form. 4 Click on the ARCHIVE button. Result: A confirmation message will be displayed. PACS Family and Members User Guide Page 55

56 Archiving Families/Members, Continued Archive a Family (continued) 5 Click on YES (or NO) as required. Result: The Family and all members have been archived. PACS Family and Members User Guide Page 56

57 Archiving Families/Members, Continued What does this mean? When a Family or Member has been Archived, their records remain in PACS, but are not displayed on Members reports or within current Members. This means that the archived details are retained for historical purposes but are not stored with current family and member details. If you wish to search for an Archived Family or Member, ensure that the filter is set to search the required group of people. PACS Family and Members User Guide Page 57

58 Archiving Families/Members, Continued Restore Archived Records Once a Family or a Member has been archived, their details can be restored at a later stage if necessary. Follow the steps in the table below to restore an archived Family or Member. 1 Select PEOPLE FAMILY to open the FAMILY form, or PEOPLE MEMBER to open the MEMBER form. 2 Ensure the form is in VIEW mode. 3 Enter the required MEMBER or FAMILY name in the Name field. 4 Select the appropriate filter from the bottom of the form. Family Form Member Form Select SHOW ALL FAMILIES Select SHOW ALL PEOPLE 5 Click on FIND on the left side of the form. Result: The required archived Family or Member details will be displayed. 6 Select EDIT on the left side of the form. Result: The RESTORE button on the left side becomes available. PACS Family and Members User Guide Page 58

59 Archiving Families/Members, Continued Restore Archived Records (continued) 7 Click on the RESTORE button. Result: A confirmation message is displayed. 8 Select YES (or NO) as appropriate. Result: The Family and Members are restored as active records. PACS Family and Members User Guide Page 59

60 Archiving Families/Members, Continued Delete a Member Follow the steps in the table below to delete a Member. 1 Click on the MEMBER tab. 2 Locate the required MEMBER. 3 Select EDIT on the left side of the form. 4 Click on the delete button on the toolbar. Result: A confirmation message will be displayed. 5 Select YES (or NO) as required. Result: The record is deleted. Note: If you delete a FAMILY, the MEMBER records will remain, but not linked to a Family at all. If you wish to delete a Family and all its Members, delete the Members first, and then the Family. If you do delete a Family and/or Members, the records will NOT be able to be restored. PACS Family and Members User Guide Page 60

61 Archiving Families/Members, Continued Deceased Members If a member passes away, they can be flagged as deceased in PACS. 1 Search for and locate the required MEMBER. 2 Select EDIT on the left side of the form. 3 Click on the More tab on the right side of the form. 4 Click in the DECEASED tick box and enter a DATE OF DEATH if known. Note: Date of Death is not a mandatory field. 5 Click on SAVE on the left side of the form. 6 The deceased member details are retained, but displayed in grey. Tip: If a Giver has been flagged as DECEASED, don t forget to change the MAIL TO and GREETING details on their MORE tab. PACS Family and Members User Guide Page 61

62 Global Changes Introduction The Global Change feature is a very powerful tool that, though it is not used on a day to day basis, can streamline changing groups of records in PACS. A GLOBAL CHANGE is when you want to make a change to a group of records without going through and changing each record individually. In the case of making a global change Set criteria to search for your group of Members Make the required change to one of the records in the group Apply the change as a GLOBAL CHANGE by Follow the steps in the table below to use Global Change. 1 Click on the MEMBER major tab. 2 Enter the criteria for the group of records that need to be changed. Example: Click on the MORE tab and search for all MEMBERS whose COUNTRY OF BIRTH is Australia. 4 Click on the FIND button on the left side of the form or press n. Note: The first COUNTRY OF BIRTH=Australia Member record will show on the form. The bottom right hand corner will display the number of records found. 5 Select EDIT on the left side of the form. PACS Family and Members User Guide Page 62

63 Global Changes, Continued by (continued) 6 On the first Member record make the required change. Example: All Members with a COUNTRY OF BIRTH as Australia will have ETHNICITY changed to Australian. 7 Right Click on the changed field, being ETHNICITY, and select GLOBAL CHANGE. Result: The Apply Global Change confirmation message is displayed. Note: If you wish to clear the field of all data, select GLOBAL CLEAR. PACS Family and Members User Guide Page 63

64 Global Changes, Continued by (continued) 8 Click on APPLY. Result: The change will be applied to the selected group of Members. Note: There is no need to click on Save as all Global Changes are automatically saved. PACS Family and Members User Guide Page 64

65 Ministries Overview Introduction Ministries are used to record voluntary roles for members within the Parish. These can be added directly into the Member form, or using Ministries Quick Select. Contents This chapter contains the following topics: Topic See Page Ministries on the Member form 66 Quick Select Ministries 67 PACS Family and Members User Guide Page 65

66 Ministries on the Member form Introduction Ministry information can be entered directly into a Member record. Follow the steps in the table below to enter Ministry details for a member. 1 Select PEOPLE MEMBERS Result: The Members form will open. 2 Search for and locate the required member. 3 Select EDIT on the left side of the form. 4 Click on the MINISTRIES tab. Result: The ministries details are displayed. 4 Enter the following details: Field Name Start Date End Date Interested Active Location Start time End time Description The name or title of the Ministry. This list can be edited to suit the needs of your Parish. See Data Entry Rules - Editing Drop Down Lists. The date that this role starts from. The date that this role is to cease, if appropriate. A tick box to flag if the Member expresses interest in that voluntary position. A tick box to flag that the member is currently performing that voluntary role. Automatically filled in based on the Ministry role selected. 5 When all MINISTRY details are complete for that member, click on SAVE on the left side of the form. PACS Family and Members User Guide Page 66

67 Quick Select Ministries Introduction QUICK SELECT MINISTRIES is used to allocate Ministries to more than one person at a time. Follow the steps in the table below to use Quick Select Ministries. 1 Select PEOPLE QUICK SELECT MINISTRIES Result: The Quick Select Ministries form will open. 2 Select the MINISTRY from the drop down list that you want to allocate to Members. Result: Any members already allocated to that Ministry will be displayed in the middle of the form. Note: This list can be edited to suit the needs of your Parish. See Data Entry Rules - Editing Drop Down Lists. 3 Members can be viewed by FAMILIES or by MEMBERS. Click on the plus sign (+) next to Family or Member until you locate the required Members. Families Members PACS Family and Members User Guide Page 67

68 Quick Select Ministries, Continued Introduction (continued) 4 Click on the plus sign (+) next to a Member name to view any Ministries they have already assigned to them. 5 To allocate a member to the selected Ministry, drag and drop the member name to the middle of the form. Result: The member is allocated to that Ministry. PACS Family and Members User Guide Page 68

69 Quick Select Ministries, Continued Introduction (continued) 6 Enter the following details as required: Start Date End Date Interested Active 7 Allocate further MEMBERS to the selected MINISTRY if required. 8 When all the required MEMBERS have been allocated to the selected MINISTRY, click on SAVE at the bottom of the form. Note: To remove any Member from the selected Ministry, click on: Button Remove Remove All Description Will remove the selected Member from the Ministry Will remove ALL Members from the Ministry. 9 EXIT the form when all Ministry details are complete. PACS Family and Members User Guide Page 69

70 Member Notes Overview Introduction NOTES can appear in both the Family and Member forms in PACS. These Notes can be allocated to specific Note Groups that can be determined by the Parish. The method of adding and editing notes is the same, whether it is for the FAMILY form, or the MEMBER Form. Notes can also be added to the Baptism, Confirmation, Marriage and Death Registers. Contents This chapter contains the following topics: Topic See Page Family/Member Notes 71 PACS Family and Members User Guide Page 70

71 Family/Member Notes Introduction A General Note is a note that appears on the Member Note minor tab. There are 2 types of General Notes: 1. Standard General Note 2. Alert General Note Note: We are adding a Note to a Member record. The method is the same if adding a note to a Family record. Adding General Notes Follow the steps in the table below to add a Note to a record. 1 Find the required MEMBER record. 2 Click on the NOTES minor tab. PACS Family and Members User Guide Page 71

72 Family/Member Notes, Continued Adding General Notes (continued) 3 Click on the ADD button down the bottom right. Result: The Add Note form will open. 4 Enter a note SUBJECT, and the NOTE details in the body of the form. Note: If it is a short note that does not require a Subject and Body, enter the note in the Body only. PACS Family and Members User Guide Page 72

73 Family/Member Notes, Continued Adding General Notes (continued) 5 When the NOTE is complete click on the SAVE button on the right. Result: The notes will be saved to the Member record, and the note form will be cleared. 6 Click on the EXIT button on the Note form. Result: The NOTE is now attached to the Member record. PACS Family and Members User Guide Page 73

74 Family/Member Notes, Continued Note: A Note can be flagged to FOLLOWUP. If your Parish has PACS setup with multiple users and each has their own login, you can: NOTIFY other users of the note. Flag yourself or another user to FOLLOW UP the Note. Allocate a DUE BY date Flag as COMPLETED and enter a response if necessary. Notes requiring Follow Up will be displayed on the reminder list. PACS Family and Members User Guide Page 74

75 Family/Member Notes, Continued Alert Notes Follow the steps in the table below to create an Alert Note. 1 Find the required MEMBER record. 2 Click on the NOTES minor tab. 3 Click on the ADD button down the bottom right. Result: The Add Note form will open. PACS Family and Members User Guide Page 75

76 Family/Member Notes, Continued Alert Notes (continued) 4 Enter a note SUBJECT, and the NOTE details in the body of the form. TICK THE ALERT CHECK BOX Note: The Note Type can be GENERAL or MEDICAL, or any other types that the Parish has created. 5 When the NOTE is complete click on the SAVE button on the right. Result: The notes will be saved to the Member record, and the note form will be cleared. PACS Family and Members User Guide Page 76

77 Family/Member Notes, Continued Alert Notes (continued) 6 Click on the EXIT button on the Note form. Result: The NOTE is now attached to the Member record, with the alert next to the note. If the Alert is for a medical note, the symbol is a red cross. If the Alert is for a general note, it is a yellow symbol. PACS Family and Members User Guide Page 77

78 Exporting Overview Introduction PACS has a comprehensive range of reports to suit the needs of most Parishes. There may be times when you require a report that is unique to your Parish needs. This is when we use exporting. Contents This chapter contains the following topics: Topic See Page Exporting from forms 79 Enhanced Export 84 Quick Merge 89 PACS Family and Members User Guide Page 78

79 Exporting from Forms Introduction Any group of records that have been selected using the search function can be exported to Excel. This can then be used to create reports in Excel, or used as the data source for a mail merge with Microsoft Word. We will look at exporting from the Family form, but the method is the same if exporting from the Member form. by Follow the steps in the table below to export from a form. 1 Click on the FAMILY major tab. 2 Ensure VIEW is selected. 3 Enter your search criterion to identify the records you wish to export. Examples could be: Families who live in a certain street or suburb. Families with a particular residential structure, such as single parent families to be part of a morning tea. In this case we want to export a list of all families that live in Banks Drive. To search for families that live in Banks Drive: a. Click on the ADDRESS button. Result: The Address form will open. b. Click in STREET: and enter: *banks* This will find all records with Banks in the Street address. c. Click on OK. PACS Family and Members User Guide Page 79

80 Exporting from Forms, Continued by (continued) 4 Click on the FIND button on the left side of the form or press non the keyboard. Result: This will find all Members in Banks Drive. The first Member record will be displayed. The bottom right hand corner will display the number of records found. 5 Click on the EXPORT button on the toolbar. Result: The EXPORT form will open. PACS Family and Members User Guide Page 80

81 Exporting from Forms, Continued by (continued) 6 You can choose to export all fields, or just selected fields. For selected fields, click in SELECTED and select the required fields. This example shows the address details selected. 7 Click on the EXPORT button in the top right. 8 Select a LOCATION and give the export a FILE NAME. PACS Family and Members User Guide Page 81

82 Exporting from Forms, Continued by (continued) 9 Click on SAVE on the right side. Result: A SAVE EXPORT TEMPLATE form will open. Note: If this is an EXPORT that will be used again, it can be saved as a TEMPLATE. 10 If you select NO, the export process is complete. If you select YES, give the EXPORT TEMPLATE a name. Note: This is not the Excel file name, but an export name making is quicker and easier to run the export again in the future. PACS Family and Members User Guide Page 82

83 Exporting from Forms, Continued by (continued) 11 Click on OK and EXIT the Export form. Note: Next time you want to run that export, from a cleared FAMILY form, simply click on the EXPORT button, and from the EXPORT DEFINITION field select the template name. PACS Family and Members User Guide Page 83

84 Basic Enhanced Export Introduction The Enhanced Export allows specific data to be saved as a file that can be imported by Microsoft Word to create mail merged letters and labels, or imported into Microsoft Excel for statistical analysis and reports. The data being exported can be filtered and sorted prior to being saved to file. Basic Enhanced Export Follow the steps in the table below to perform a basic enhanced export. 1 Select PEOPLE EXPORT ENHANCED EXPORT Result: The Enhanced Export form will open. PACS Family and Members User Guide Page 84

85 Basic Enhanced Export, Continued Basic Enhanced Export (continued) 2 Click on the yellow folder on the left side from which you want to select fields. To select SINGLE fields Select the fields to be included in the export by clicking on the box to the left of the field. To select ALL fields Click in the check field next to that folder, and all fields within the folder will be selected. In this case, click on the yellow folder next to FAMILY. Result: A list of available fields will drop down. PACS Family and Members User Guide Page 85

86 Basic Enhanced Export, Continued Basic Enhanced Export (continued) 3 Click in the check box to the left of the required fields. Result: As each field is selected, that field will appear on the right windowpane in the order in which it was selected. Note: If some fields have already been selected, clicking in the check field beside the folder will clear all selections for that folder. In this example, we will do a basic export of a list of Families and their address. 4 Click on the PREVIEW button, located at the bottom of the window to display the information that will be exported. PACS Family and Members User Guide Page 86

87 Basic Enhanced Export, Continued Basic Enhanced Export (continued) 5 To sort by any column, right click on the required column and select SORT ASCENDING. 6 To export the list, click on the EXPORT button. Result: The EXPORT TO form will open. This is the same as a Save as form. 7 Select a LOCATION and give the export a FILE NAME. Click on SAVE. Result: This has saved the file in Excel format to your computer. PACS Family and Members User Guide Page 87

88 Basic Enhanced Export, Continued Basic Enhanced Export (continued) 8 You will receive notification that the Export is complete. Result: A SAVE EXPORT TEMPLATE form will open. Note: If this is an EXPORT that will be used again, it can be saved as a TEMPLATE. 10 If you select NO, the export process is complete. If you select YES, give the EXPORT TEMPLATE a name. Note: This is not the Excel file name, but an export name making is quicker and easier to run the export again in the future. 10 Click on the OK button. Result: The template is now available from a list of templates in the top left corner. 11 To start another enhanced export, select (NEW) from the list of templates. PACS Family and Members User Guide Page 88

89 Quick Merge Introduction Quick Merge allows you to easily re-merge updated data with a previously saved mail merge letter. This makes it easy to merge commonly used letters and documents. The Merge option is available from ALL export functions within PACS. These export functions include: Enhanced Export Export from the forms Preset Exports Once the merge document has been set up the Merge option will export the current data and merge it with the document in one process. Basic Process 1. Select the data to export. 2. Export the Data. 3. Save the Export Template. 4. Create and Save the Mail Merge document. 5. Merge the data and document. The next time you need to merge to this document. 6. Select the Export Template. 7. Click on Merge. 8. Select the mail merge document that was created and saved at The data is exported and merged with the document. 10. Print the document. PACS Family and Members User Guide Page 89

90 Quick Merge, Continued Quick Merge Follow the steps in the table below to use Quick Merge. These instructions assume you have previously setup your Mail Merge letter. 1 Select the data to export Example: PEOPLE EXPORTS MINISTRY EXPORT 2 Enter the Section Criteria. 3 Click on PREVIEW to view the data. This is not essential, but it is a good check mechanism to ensure the data is correct. PACS Family and Members User Guide Page 90

91 Quick Merge, Continued Quick Merge (continued) 4 Click on the EXPORT button. 5 Select the fields to export or an export definition you have previously created. 5 Click on the MERGE button. 6 Select the Mail Merge document with which the data is to be merged. 7 Click on OPEN. Result: The document is opened and merged with the exported data ready to print. PACS Family and Members User Guide Page 91

92 Quick Merge, Continued Quick Merge Error Message When you click on the MERGE button and select the template you may get the message Document is not a Template. This message is due to a Microsoft Security restriction that stops PACS from merging directly to the MS Word Mail Merge. Enable Mail Merge Instructions on how to disable the security restriction to enable the Word Mail Merge are available from the Microsoft Web site at This site also lists the implications of removing this security restriction. With this security restriction disabled the MERGE button in SAS2000 will be able to open the mail merge function in MS Word. Whether you decide to disable this security restriction needs careful consideration. Microsoft Security Warning The Microsoft Web page lists the following security warning for disabling this security restriction. This workaround may make your computer or your network more vulnerable to attack by malicious users or by malicious software such as viruses. We do not recommend this workaround but are providing this information so that you can implement this workaround at your own discretion. Use this workaround at your own risk. PACS Family and Members User Guide Page 92