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THE FUND-RAISER'S ASSISTANT(TM) version 3.01 7/24/92 from KNOWLEDGE IN ACTION(TM) copyright 1986-1992 programming by Robert F. Roan manual by Mary Elina Ferris Copyright c 1989, 1990, 1991, 1992 by Knowledge in ActionTM P.O. Box 40226 Pasadena, CA 91114-0226 (818)398-0513 All Rights Reserved First Printing December 1988 Manual written by Mary Elina Ferris This manual and software are copyrighted and all rights are reserved. However, you may freely distribute copies of these program disks with the explanation that this is being distributed as shareware and is not a free program. Please tell people that if they find this program useful they should pay the registration fee. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this software and manual, Knowledge in ActionTM assumes no responsibility for errors and omissions. Neither is liability assumed for damages resulting from the use of the information contained herein. "The Fund-Raiser's Assistant" is a registered trademark of Knowledge in ActionTM. dBase III and dBase III PLUS are registered trademarks of Ashton-Tate. IBM is a registered trademark of the International Business Machines Corporation. Epson is a registered trademark of Epson America, Inc. LHA version 2.13 Copyright (c) Haruyasu Yoshizaki, 1988-1991. DISCLAIMER - AGREEMENT Users of The Fund-Raiser's Assistant must accept this disclaimer of warranty: THE FUND-RAISER'S ASSISTANT AND THIS MANUAL ARE SUPPLIED "AS IS" AND WITHOUT WARRANTIES AS TO PERFORMANCE, MERCHANTABILITY OR ANY OTHER WARRANTIES WHETHER EXPRESSED OR IMPLIED. BECAUSE OF THE VARIOUS HARDWARE AND SOFTWARE ENVIRONMENTS INTO WHICH THIS PROGRAM MAY BE PUT, NO WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED. GOOD DATA PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM BE THOROUGHLY TESTED WITH NON- CRITICAL DATA BEFORE RELYING ON IT. THE USER MUST ASSUME THE ENTIRE RISK OF USING THIS PROGRAM. ANY LIABILITY OF THE AUTHOR WILL BE LIMITED EXCLUSIVELY TO PRODUCT REPLACEMENT OR REFUND OF THE PURCHASE PRICE. The Fund-Raiser's Assistant is a "shareware program" and is provided at no charge to the user for evaluation. Feel free to share it with your friends, but please do not give it away altered or as part of another system. The essence of "user- supported" software is to provide personal computer users with i quality software without high prices, and yet to provide incentive for programmers to continue to develop new products. If you find this program useful and continue to use The Fund- Raiser's Assistant after a reasonable trial period, you must make a registration payment of $89 to Knowledge In Action. The $89 registration fee will license one copy for use on any one computer at any one time. You must treat this software just like a book. An example is that this software may be used by any number of people and may be freely moved from one computer location to another, so long as there is no possibility of it being used at one location while it's being used at another. Just as a book cannot be read by two different persons at the same time. Commercial users of The Fund-Raiser's Assistant must register and pay for their copies of The Fund-Raiser's Assistant within 75 days of first use or their license is withdrawn. Site- License arrangements may be made by contacting Knowledge In Action. You are encouraged to pass a copy of The Fund-Raiser's Assistant along to your friends and colleagues for evaluation. Please encourage them to register their copy if they find that they can use it. All registered users will receive a copy of the latest version of the Fund-Raiser's Assistant system. Address all questions, comments and registration fees to: Knowledge In Action P.O. Box 40226 Pasadena, CA 91114-0226 (818)398-0513 Compuserve 71277,1063 ii TABLE OF CONTENTS SYSTEM REQUIREMENTS............................................1 HARD DISK INSTALLATION.........................................1 SELF-RUNNING GUIDED TOUR AND DEMONSTRATIONS....................2 INTRODUCTION...................................................2 ABOUT "THE FUND-RAISER'S ASSISTANT"............................2 CUSTOMER SERVICE AND PRODUCT SUPPORT...........................3 SECURITY.......................................................3 COPY PROTECTION................................................3 SUMMARY OF FEATURES............................................4 EASE OF USE:.................................................4 CODES........................................................5 COMPLETENESS:................................................5 FLEXIBILITY:.................................................6 WHY PAY FOR THIS COMPUTER PROGRAM?.............................7 ABOUT TRY-BEFORE-YOU-BUY SOFTWARE..............................7 YOUR RIGHTS....................................................8 BECOMING A REGISTERED OWNER....................................9 TUTORIAL FOR "THE FUND-RAISER'S ASSISTANT"....................10 AFTER RUNNING THE TUTORIAL..................................10 ABOUT THE TUTORIAL............................................10 MAINTENANCE ROUTINES........................................11 RECORDING CONTRIBUTIONS.....................................12 REPORTS ABOUT ACTIVITIES....................................21 REPORTS ABOUT PEOPLE........................................21 FLEXIBLE HIERARCHICAL SEARCHES..............................25 RECORDING INFORMATION ABOUT INDIVIDUALS.....................28 FINISHING THE TUTORIAL......................................29 AFTER RUNNING THE TUTORIAL..................................30 STARTING "THE FUND-RAISER'S ASSISTANT"........................31 MAIN MENU.....................................................32 MAINTENANCE ROUTINES..........................................32 USER STATUS.................................................32 CHANGE DEFAULTS.............................................33 SELF TUNE UP................................................33 CODE DICTIONARIES...........................................34 ADD NEW CODES...........................................35 CHANGE A CODE OR ITS DESCRIPTION........................35 LIST ALL THE CODES IN THE DICTIONARY....................35 COMBINING OR DELETING CODES.............................36 COMBINING DUPLICATE PEOPLE..................................36 PASSWORD FOR STARTING THE PROGRAM...........................37 USER-DEFINED FIELDS.........................................37 ELECTION NAMES FOR VOTING HISTORY...........................37 POLITICAL OPTION............................................37 PASSWORD FOR DELETING PEOPLE................................38 ALLOW/DON'T ALLOW PEOPLE TO BE FOUND BY COMPANY.............38 PREPARE LISTS OF ADJECTIVES.................................38 CHANGE PRINTER INFORMATION..................................39 CHANGE LINES PER PRINTED PAGE...........................39 CHANGE THE PRINTER STRINGS FOR CONDENSED PRINT..........39 CHANGE PRINTER CHARACTERS PER INCH......................39 CHANGE THE PRINTER PORT.................................40 RECORDING MONEY RECEIVED......................................41 iii REPORTS ABOUT FUND-RAISING ACTIVITIES.........................42 REPORTS ABOUT PEOPLE..........................................44 DISPLAY CURRENTLY SELECTED PEOPLE...........................44 IDENTIFYING WHICH PEOPLE TO INCLUDE.........................44 INCLUDE ALL PEOPLE......................................45 SPECIFY CRITERIA TO SELECT A SUBSET OF PEOPLE...........45 WITH A SINGLE CRITERION...............................45 WITH A SIMPLE "OR" SELECTION..........................47 WITH A SIMPLE "AND" SELECTION.........................48 DISPLAY PEOPLE MEETING CURRENT CRITERIA.................48 COUNT PEOPLE MEETING THE CURRENT CRITERIA...............48 WORK FROM A SAVED LIST..................................49 CREATE AND EDIT LISTS.......................................49 WHY USE LISTS...........................................49 LIST MANAGEMENT MENU....................................49 ADDING INDIVIDUALS TO THE LIST..........................49 ADD EVERYONE............................................49 RECALL AND MERGE A SAVED LIST...........................50 DELETING LISTS..........................................50 MERGE WITH A FLEXIBLE HIERARCHICAL SELECTION............50 ABOUT HIERARCHICAL SELECTIONS.........................50 CONSTRUCTING A HIERARCHICAL SELECTION.................51 ADDING A NEW SELECTION..............................51 CONTAINING SELECTIONS...............................51 PREVIOUSLY SAVED SELECTION..........................52 A SELECTION USING A SINGLE CRITERION................53 HIERARCHICAL SELECTION NAVIGATING AND EDITING MENU....53 NAVIGATING AND EDITING MENU.........................54 GO UP A LEVEL TO THE SELECTION... OR BEGIN SELECTION54 MOVE TO THE PREVIOUS SELECTION ON THIS LEVEL........54 MOVE TO THE NEXT SELECTION ON THIS LEVEL OR ADD ONE.54 EDIT THE CURRENT SELECTION..........................54 DELETE THE CURRENT SELECTION........................55 SAVE THIS SELECTION FOR FUTURE REFERENCE............55 DELETE CURRENTLY SAVED SELECTIONS...................55 QUIT WITHOUT SELECTING..............................55 ADDING THE RESULTS OF A SIMPLE SELECTION TO A LIST......55 CHANGE THE DESCRIPTION OF A LIST........................56 REMOVE EVERYONE FROM THE LIST AND START OVER............56 PREPARE REPORTS.............................................56 REPORTS MENU............................................56 DISPLAYING THE CURRENTLY SELECTED PEOPLE................56 LIST ALL INFORMATION ABOUT THEM.........................56 LIST CONTRIBUTION HISTORIES.............................57 CALL LISTS..............................................57 NAMES AND PHONE NUMBERS ONLY............................58 ROLODEX.................................................58 CALENDAR LIST OF IMPORTANT DATES........................58 RESET ORDER.............................................60 DIRECT MAIL.................................................60 ENVELOPES...............................................60 MAILING LABELS..........................................60 MAIL MERGE..............................................61 APPLY AN ADJECTIVE..........................................62 CHANGE THE ORDER............................................62 iv INFORMATION ABOUT INDIVIDUAL PEOPLE...........................62 USE THIS PERSON.............................................63 EDIT HOME ADDRESS...........................................63 EDIT BUSINESS ADDRESS.......................................64 DELETE A PERSON.............................................65 SEE CONTRIBUTION HISTORY....................................65 ADJECTIVES..................................................65 CHANGE MAIL AND MAIL MERGE ADDRESSES........................65 EDIT PHONE NUMBERS..........................................65 OCCUPATION..................................................66 FAMILY INFORMATION AND DATES................................67 CHARACTER USER-DEFINED FIELDS...............................67 NUMERIC USER DEFINED FIELDS.................................67 LOGICAL USER DEFINED FIELDS.................................67 DATE OF VOTER REGISTRATION..................................67 PRECINCT....................................................67 POLITICAL PARTY.............................................68 VOTING HISTORY..............................................68 GENDER......................................................68 SWITCH HOME AND BUSINESS INFORMATION........................68 COUNTRY.....................................................68 APPLY AN ADJECTIVE TO A GROUP OF PEOPLE.......................68 ENTER PRECINCTS FOR PEOPLE....................................69 CONTRIBUTION SUMMARY FOR FINANCIAL REPORTING..................69 LEAVING THE FUND-RAISER'S ASSISTANT...........................69 VERIFYING DELETIONS.........................................69 POSTPONE ANY ACTION UNTIL A LATER TIME..................69 MAKE THE DELETIONS PERMANENT............................70 RESTORE THE DELETIONS...................................70 A MESSAGE TO OUR USERS:.......................................71 APPENDICES....................................................72 v SYSTEM REQUIREMENTS WHAT YOU NEED IN ORDER TO USE "THE FUND-RAISER'S ASSISTANT" "The Fund-Raiser's Assistant" requires an IBM-compatible computer with 640K of internal RAM memory, a hard disk and a printer. An AT class machine is strongly recommended and a 386 is even better. Make sure you have at least 580K of your RAM memory available. Remove memory resident programs. The program starts out assuming your printer is Epson compatible. If it's not, make sure to go to the printer set up section in the maintenance menu as soon as possible. Make sure your config.sys file sets "files" to at least 40 and "buffers" to at least 30. HARD DISK INSTALLATION (NOTE: If you already have a subdirectory called "Fundrais", a batch file called "Fundrais.bat", or do not want to install "The Fund-Raiser's Assistant" on your C drive, call Knowledge in Action at the above number for special assistance with your installation.) To load "The Fund-Raiser's Assistant" onto your hard disk, make sure the DOS prompt is at the drive (such as A>) or subdirectory (if you have downloaded it from a bulletin board). Then type: "Install" Turn on your printer and print the manual by typing "manual" Make sure to watch the demonstrations(see next section) and work through the tutorial. All the information necessary to run "The Fund-Raiser's Assistant" is now in place. The program can be started at the main C:\> prompt by typing: Fundrais If you decide to remove "The Fund-Raiser's Assistant" from your computer, insert your original floppy disk, move to the "A:" or "B:" drive and type "uninstall". Fund-Raiser's Assistant Manual Page 1 SELF-RUNNING GUIDED TOUR AND DEMONSTRATIONS The Fund-Raiser's Assistant includes TWO self-running demonstration programs. They are guided tours of some of the features. One takes you through the process of making selections, performing mail merge functions and obtaining various reports. The other shows you how to enter information. All you have to do is press the {enter} key to move along. A good way to get up to speed with The Fund-Raiser's Assistant is to first run the demonstrations and then work through the tutorial. You can run the demonstration by moving to the "c:\fundrais" subdirectory and then typing (without the quotes): "REPORTS" to learn how to makes selections and generate reports and perform mail merge functions, or "DATAENTRY" to see how information is entered. You can save space on your disk by removing the demonstration programs. Insert your diskette and type "undemo". INTRODUCTION "The Fund-Raiser's Assistant" is a computer program for IBM- compatible computers that makes it easy to record and access financial, demographic and proprietary information. Contributions are entered along with the campaign "activity" which raised the money. The fund-raiser can see how much money was raised by each activity and who gave how much. Groups of people can be selected and targeted using a wide variety of criteria. Individual contribution histories are easily looked up and displayed on the screen. Targeted mailings can be prepared and management reports are available. ABOUT "THE FUND-RAISER'S ASSISTANT" Fund-Raiser's Assistant Manual Page 2 "The Fund-Raiser's Assistant" has been helping fund-raisers cultivate donors and increase contributions since 1986. Although "The Fund-Raiser's Assistant" started out as a package for political fund-raising, non political fund-raisers and other campaign workers started using it because of it's easy to use structure and powerful list management, selection and reporting capabilities. Many of them have made useful suggestions which have been incorporated into this latest version and we are very grateful to them. CUSTOMER SERVICE AND PRODUCT SUPPORT If the manual does not answer your questions, you may call the offices of KNOWLEDGE IN ACTION during weekdays at (818)398-0513 between 9am and 5pm Pacific Standard Time. We pledge to do our very best to serve our customers! If we are not available, please leave a message. SECURITY An optional password can be created or changed once the program is entered. This provides a small amount of protection against unfriendly users, although if security is a serious concern even stronger precautions should be taken. COPY PROTECTION Are you kidding? No Way. Fund-Raiser's Assistant Manual Page 3 SUMMARY OF FEATURES EASE OF USE: "The Fund-Raiser's Assistant" is completely menu-driven. There are no complicated commands to master. It is designed for fast and error-free data entry with a minimum of training. There are two user levels, Regular and Advanced. The regular user has most of the power with fewer choices. The advanced user needs more understanding but has greater control and flexibility. Many important features are available whenever you need them. If a person, activity, or adjective isn't already in the computer when you're recording contributions, you can add it on the spot. You don't have to stop working, enter a separate routine, add the information, and restart. It's usually not even necessary to enter the entire code or name. "The Fund-Raiser's Assistant" will show you everything that matches what you've typed and let you choose. Default values save you time. "The Fund-Raiser's Assistant" guesses your likely choice and prompts you with it. If the default is correct, just press enter. If it's wrong, type in the correct value. For instance, salutations and mailing names are kept separately from the first, last and spouse names. There are separate ones for home and work. This makes it easy to make sure everyone is addressed exactly as you wish. "The Fund-Raiser's Assistant" automatically constructs a salutation and mailing address. Most of the time, they're correct and you're saved the trouble of typing them. If any part of them is wrong, you just type the correction. Sometimes, you may not know if a couple was recorded under the man or the woman's name. For some computer programs, this is a problem. However, The Fund-Raiser's Assistant can find a married couple whether you refer to them under the husband or the wife's name. "The Fund-Raiser's Assistant" automatically capitalizes the first letter of most names. When you type a code for it to use, you don't have to worry about capitalizing or not capitalizing the letters. To avoid the inevitable hard disk failure, "The Fund-Raiser's Assistant" reminds you to backup your information every time you finish using it. Fund-Raiser's Assistant Manual Page 4 CODES There's nothing more insidious than misspelled codes. When you look for all the people who attended a certain activity, are interested in a certain issue, or have a certain occupation, you won't find the misspellings. "The Fund-Raiser's Assistant" solves this problem because it maintains dictionaries of codes, which you create, and compares what you enter to what's in its dictionary. If what you type isn't in the dictionary, it immediately alerts you; you can then add it, retype it if you made a spelling error or browse through the dictionary to find a different code. This makes it fast and easy for you to enter information and to recall it. A printed list of the codes can be produced for your use while inputting the data, thus facilitating the use of multiple data entry personnel if necessary. Instead of being restricted to one or two letter codes which you can never remember the meaning of, "The Fund-Raiser's Assistant" gives you ten letters plus a 40 letter description! COMPLETENESS: Knowledge is power and "The Fund-Raiser's Assistant" lets you know a lot about your supporters. It automatically keeps track of the activities they've attended and the amounts they've given. You also have an easy-to-use system of "adjectives" which lets you record characteristics such as which groups people belong to, the kind of work they have volunteered to do, or the issues they're interested in. Information is easy to access and available in a variety of formats. You can display on the screen or print call lists, directories, contribution histories, envelopes, and mailing labels in any order you specify. You can prepare mail-merge letters with your word processor. Reports tell you who came to each activity and how much they gave. You can call up a person's contribution history on the screen or print it out. Fund-Raiser's Assistant Manual Page 5 FLEXIBILITY: You can record contributions from multiple activities in any order and "The Fund-Raiser's Assistant" will sort them. For each activity, it prints an itemized summary and prepares a mail-merge database so you can send activity-specific thank-you notes for each contribution as you record it. You can target groups in a variety of ways, including where people live, the activities they've attended, the amounts they've contributed, their occupations and the adjectives you've used to describe them. English-like prompts make it easy to combine criteria so, for example, you could find all the lawyers or actors who live in a certain city and have given between $500 and $1,000. AND MORE... If you want to use the power of information to increase your contributions, contact: KNOWLEDGE IN ACTION P.O. Box 40226 Department D2 Pasadena, CA 91114-0226 (818)398-0513 Compuserve 71277,1063 Fund-Raiser's Assistant Manual Page 6 WHY PAY FOR THIS COMPUTER PROGRAM? If "The Fund-Raiser's Assistant" doesn't work for you, you shouldn't pay for it, so don't. If it really does help you, there are 3 reasons you should pay for it: 1.It's the right thing to do, 2.You have a legal obligation, and 3.It's in your financial self interest to do so. You've heard a lot about the ethics and morality of software piracy, and now there's a move on to remind you of the law. But let's focus on your financial self interest. If this program is really helping you, so will future versions. You will lose a lot more than the price of this program if you never hear about updates. Do you remember the first word processor you ever saw? Aren't you glad it's been upgraded? By registering for "The Fund-Raiser's Assistant", you're hiring us to develop software and distribute it to you at substantial savings. If you've gotten your money's worth so far, how much will future upgrades be worth to you? Unless you register, you'll probably never learn about them. And you'll lose money. Think about your real self interest. How much is access to technical support, the upgrades and other related programs likely to be worth? If you honestly don't feel your future benefits will be worth more than the registration fee, don't register. We haven't earned your money. But if you feel you will continue to benefit from our work for you, you owe it to yourself and us to register. ABOUT TRY-BEFORE-YOU-BUY SOFTWARE Try-before-you-buy software distribution is called Shareware, because you're encouraged to make copies and share the software with others. If you try a Shareware program and continue using it, you are expected to register and pay for it. Individual programs differ on details -- some request registration while others require it, some specify a maximum trial period. With registration, you get anything from the simple right to continue using the software to an updated program with printed manual. (With "The Fund-Raiser's Assistant" you will get them all -- technical support, an updated program, a printed manual plus free updates for nine months). Copyright laws apply to both Shareware and commercial software, and the copyright holder retains all rights, with a few Fund-Raiser's Assistant Manual Page 7 specific exceptions as stated below. Shareware authors are accomplished programmers, just like commercial authors, and the programs are of comparable quality. (In both cases, there are good programs and bad ones!) The main difference is in the method of distribution. The author specifically grants the right to copy and distribute the software, either to all and sundry or to a specific group. For example, some authors require written permission before a commercial disk vendor may copy their Shareware. Shareware is a distribution method, not a type of software. You should find software that suits your needs and pocketbook, whether it's commercial or Shareware. The Shareware system makes fitting your needs easier, because you can try before you buy. And because the overhead is low, prices are low also. Shareware has the ultimate money-back guarantee -- if you don't use the product, you don't pay for it. YOUR RIGHTS You may freely distribute or transfer (either electronically or otherwise) this software in the shareware spirit. You have an unlimited free trial period during which you may evaluate the program. If you decide you like it, you should pay for it. If you don't like it, stop using it. Please respect our rights as software developers and register with us if you like the program. We want to continue to make quality software available at a low price, but need your cooperation. Fund-Raiser's Assistant Manual Page 8 BECOMING A REGISTERED OWNER If you have received this program without paying for it, we hope you enjoy it. If you find this program useful, you have an ethical, legal and self-interested obligation to send the $89 registration fee, together with the registration form at the back of this manual to: Knowledge In Action P.O. Box 40226 Department D2 Pasadena, CA 91114-0226 (818)398-0513 Compuserve 71277,1063 Once we receive your registration fee, we will send you a printed manual and the latest version of "The Fund-Raiser's Assistant". You will be notified of updates and other changes and will receive any updates and changes FREE for nine months after you register. Fund-Raiser's Assistant Manual Page 9 TUTORIAL FOR "THE FUND-RAISER'S ASSISTANT" Because you will actually enter data into the Fund-Raiser's Assistant as you work through this tutorial, you should do it before you enter any of your own information that you want to keep. Otherwise, you will have extraneous information from the tutorial mixed in with your own data. AFTER RUNNING THE TUTORIAL After running the tutorial, you will probably want to remove the information you entered. The easiest way to do this will be to just reinstall the program. Insert your distribution disk in the floppy drive and move to the "A:" or "B:" prompt. Type "uninstall". This will remove The Fund-Raiser's Assistant. Then move back to the "A:" or "B:" prompt again and type "install". This will reinstall The Fund-Raiser's Assistant in its original form. ABOUT THE TUTORIAL This tutorial will introduce you to many of the features of "The Fund-Raiser's Assistant". Your computer must be attached to a printer. NOTE: If you make a mistake and don't do exactly as instructed, don't worry. You'll learn how to correct mistakes and, after all, this is only a tutorial, so the accuracy of your entries isn't as important as the understanding you get of "The Fund- Raiser's Assistant". Working through this section will give you a tutorial on the major features of "The Fund-Raiser's Assistant". You will learn how to: 1) Use the Maintenance Routines, 2) Record contributions, 3) Review the success of your activities, 4) Select which people to include in reports, including how to use the Flexible Hierarchical Selection feature for Advanced Users and 5) Prepare reports. Just follow the instructions step-by-step below. Full details on "The Fund-Raiser's Assistant" are included in the rest of this manual which follows. If the program isn't already installed on your computer, follow the instructions in the manual above. Fund-Raiser's Assistant Manual Page 10 From the C:> prompt, type "fundrais". The first time you use "The Fund-Raiser's Assistant", it will take a moment to build some index files it needs. You'll also see our message about shareware and our philosophy. Soon you will see an introduction screen. Type in the correct date (using the MM/DD/YY format) or press the {enter} key if the date displayed is correct. Then press the {enter} key to keep your current status as a Regular User. Press "N" followed by the {enter} key again to bypass information on Knowledge In Action Shareware and our philosophy about computer software (since you just saw it). MAINTENANCE ROUTINES At the MAIN MENU, choose "1" to work with the Maintenance Routines. Because you're a Regular User, you'll have to press the {enter} key after typing the number of your menu choice. The MAINTENANCE MENU will appear. Enter "2" to change default values. Enter "1" to change the default area code. Enter the area code for your community. This will be automatically inserted whenever a new person is added. If the person has a different area code, you will be able to type over it. Similarly, you could also enter a default city or state that would be automatically added to new people. Enter "5" to change the organization's name. Type your organization. Notice that this new organization name now appears at the top of the screen. Choose "0" to return to the Maintenance Menu. Choose "4" to work with the dictionaries. Choose "2" to work with the Adjective and Occupation Dictionary. Choose "1" to add new codes. You will be asked for the code you want to add. Type "Phoner" and press the {enter} key. When you are asked for the description for Phoner, type "Works phone banks" and press the "{enter}" key. Use the same procedure to add "Attorney", description "Attorney" and "Voter Reg", description "Interested in Voter Registration". To indicate that you are finished, press the {enter} key without typing a code when you are prompted for the next code. You will return to the WORKING WITH ADJECTIVES AND OCCUPATIONS menu. Fund-Raiser's Assistant Manual Page 11 It is a good idea to have a list of codes available to your coders and data entry people, so choose "3" to list the codes in the dictionary. Choose "1" to list them alphabetically by code. Choose "2" to print them. Make sure your printer is on and press the enter key. Press the enter key to start at the beginning. When the codes have been printed, choose "0" to return to the CODE DICTIONARY MENU. Although it is always best to plan out the codes you will be using, it is not a necessary requirement for "The Fund-Raiser's Assistant". As you are recording information, if a code is not in the dictionary when you want to use it, it is very simple to add it. Choose "0" to return to the MAINTENANCE MENU. Choose "0" to return to the MAIN MENU. RECORDING CONTRIBUTIONS In this section of the tutorial, you will learn how to record moneys received, the name of the contributor, and the activity which generated the contribution. You will also learn how easy it is to add new people to your database as needed. "The Fund- Raiser's Assistant" will automatically prepare computer mail merge files for you to send thank-you notes to each contributor. From the MAIN MENU, enter 2 to record money received. Don't forget to press the enter key. IMPORTANT NOTE: Recording contributions is a two step process. First, you build a working file of contributions. Corrections can easily be made to this file. After you have printed out the contents of this working file and verified that they are correct, you will instruct the computer to post the contributions to the various accounts. Only after this second step will the contributions actually appear in people's contribution history. RECORD THE FIRST CONTRIBUTION: You will be prompted for an activity code. Type "Sumpter". The program will tell you Sumpter is not in its dictionary of activities. The Fund-Raiser's Assistant uses dictionaries to prevent typographical errors because there's nothing more annoying than not being able to include someone in a mailing because they were coded as a "lawyr" instead of a "lawyer" and you are looking for "lawyer". For many types of identifiers, including activities, The Fund-Raiser's Assistant keeps a dictionary of Fund-Raiser's Assistant Manual Page 12 all the identifiers you have used. If you type something that isn't in the dictionary, you are told so. That way, if you have made a typographical error, you can correct it. If you are using a valid code for the first time, you can easily add it to the dictionary. Enter 2 to add Sumpter to the Activity dictionary. For the Description, type "Lunch at Fort Sumpter". You will be asked which campaign account this activity is for. Eventually, this program will probably contain contributions for multiple campaigns - If you're a political user, the Primary and the General Election, and for other users, building fund campaigns, endowment campaigns et al. The Fund-Raiser's Assistant can track as many campaigns as you want. For users with reporting requirements and contribution limits(e.g. campaigns), it is vital to keep contributions for each campaign separate. All users will benefit from accurate record keeping so you can know how each of your campaigns did raising money. As you will see later, The Fund-Raiser's Assistant has a number of reports about campaigns. Type "Abe Prim" as the campaign account. "The Fund-Raiser's Assistant" will tell you that Abe Prim is not in its dictionary of campaigns. Enter 2 to add "Abe Prim" to the Dictionary. Type "Abe Lincoln's Primary" as the description. Next, you'll be asked who the client is. Clients are candidates, initiatives or other similar entities. Type "Lincoln". You'll be told "Lincoln" is not in the dictionary of clients. Choose to add "Lincoln" to the dictionary. Leave the description as "Lincoln". "The Fund-Raiser's Assistant" will notify you that it is initializing a record of contributions for this client and campaign. Verify or change the date of the contribution. You will be asked for the name of the contributor. Note that their are separate lines for the first and last name. Type "Ulysses" as the first name and "Grant" as the last name. (If you don't capitalize the first letter of these names, "The Fund-Raiser's Assistant will do it for you) Leave the company name blank(If you won't ever be searching by company name, you can eliminate that option in the maintenance menu). You will be told there are no Ulysses Grants. Answer "Y" when asked if you want to add one. The screen will change. The third line tells you that you are entering home information. Fill in "Joyce" as the spouse and "H" to send mail to the home address. Assuming they live at 134 South Ramie Fund-Raiser's Assistant Manual Page 13 Way, enter 134 as the street #, don't enter a fraction (use this field if the address is 134 1/2 et al), enter "S" as the prefix, "Ramie" as the street, "Way" as the type, nothing for the suffix, and leave the apartment blank. There are three lines for the home address. Leave the second and third address lines blank. If you don't use the second and/or third addresses, The Fund-Raiser's Assistant will automatically compensate so the blank line will not appear in your correspondence. Enter "Washington" as the city, "DC" as the state, "00000" as the zip code, and type "808" over your default area code, and "2454444" (the dash is automatically inserted) for the home phone number. Press enter to move from one item to another. Press ctrl-W (hold down the control key and press the "W" key) when you are finished. You will be asked to indicate the gender of this person. Since it is a man and a woman, select "4" for couple. Next, you will be asked for the political party. Enter "0" for unknown. If political information is not important to you, you can turn off this option in the Maintenance Menu. When you are finished entering this information, suggested salutations and mailing names will be displayed for mail being sent to both the home and the office. Because only a first name was given for the spouse, the program assumes Ulysses and Joyce both have the same last name. Notice that the home salutation information contains both names while the work information only contains Ulysses' name. There are special fields for mailing names and salutations so you can get it exactly right for everyone in your database. You can recall people by their real names AND address them however they wish. This is how labels, envelopes and mail merge will appear. Change it or leave it alone. Use the enter/return key to move from one line to another. The PEOPLE MENU of choices will appear. Enter "8" to record the occupation. When prompted for an occupation code, type "Soldier". You will be told Soldier is not in the dictionary. Enter option 2 to add "Soldier" to the dictionary. Type "Member of the Armed Services" as the description. The people menu will reappear. Enter "9" to record family information. Enter "03/01/78" for the Anniversary. Add a child named "Block" with a birthday of "06/12/81". Press ctrl-W to leave the rest of the family information blank. Fund-Raiser's Assistant Manual Page 14 The PEOPLE menu will reappear. Enter 5 to use adjectives to describe Ulysses and Joyce Grant. Type "Defense" when asked for an adjective. Enter 2 to add it to the dictionary. Type "Interested in Defense Issues" as the description. Note that "Defense" now appears above the line as a "current" adjective. Type "Phoner" when next prompted for an adjective. Because you added it to the dictionary earlier, it will be automatically added. OOPS! Phoner does not belong with this person's adjectives. To remove it, just type "phoner" when prompted for the next adjective. If you type the code for an adjective that is already attached to a person, "The Fund-Raiser's Assistant" assumes you want to remove it. Leave the field blank when prompted for the next adjective. You will return to the PEOPLE MENU of choices. Enter 0 to save Ulysses and Joyce Grant as is and you will return to the screen for recording contributions. Enter $30 for the amount. Enter "9877" for the check number. Respond "N" when asked if this is an in-kind contribution. Respond "N" to the option for changing basic information. Respond "Y" when asked if the information is correct. RECORD ANOTHER CONTRIBUTION: Press enter to repeat "Sumpter" as the activity. Press enter to repeat the date. Type "Casie" for the first name and "Jones" for the last name. Leave the company blank. You will be told there is no such person. Respond "Y" to add Casie Jones. Leave the spouse blank and use "W" to send mail to the work address. Press ctrl-w to leave the rest of the home information blank. Select "2" to identify the gender as female and "0" for an unknown political party. Leave the salutations and mailing names as suggested. Fund-Raiser's Assistant Manual Page 15 At the PEOPLE MENU, select 2 to enter the business address. Enter "President" as her title. Enter "Jones Enterprises" as the company name. Make up a street address for her work and enter "Washington" as the work city. Press ctrl-W. From the PEOPLE MENU, select 5 to use adjectives to describe Casie Jones. Type "Phoner" as the first adjective. Leave blanks when prompted for the next adjective. You will return to the people menu. Enter "9" to record family information. Enter "11/17/44" as Casie's Birthday. Press ctrl-W to finish recording family information. You will return to the People Menu. Enter 0 to save Casie Jones and return to recording contributions. Enter 350 for the amount. Enter "1233" as the check number. Respond "N" when asked if this is an in-kind contribution. Respond "N" to the changing basic information option. Type "Y" to verify that the information is correct. RECORD ANOTHER CONTRIBUTION: Record a contribution from a different activity by typing "Appomattox" over the current default of Sumpter. You will be told "Appomattox" is not in the dictionary. Enter "2" to add it to the dictionary. Type "Lunch at the Appomattox Courthouse" as the description. Type "Abe Prim" as the campaign account. Change or verify the date. Type "Mary" as the first name and "Todd" as the last name. Add Mary Todd by typing "Y". Start recording basic information. Record "Bob Thompson" as the spouse, send information to the home address and fill in the other information as desired. Fund-Raiser's Assistant Manual Page 16 For gender, indicate they are a couple. Enter a political party. Since the spouse has a different last name(Thompson), "The Fund-Raiser's Assistant" assumes both full names should appear on mailings to their home. Change the mailing names and salutation as desired. From the PEOPLE MENU, choose "8" to enter an occupation. When prompted for an occupation code, type "Doctor". Add "Doctor" to the dictionary. Type "0" to save them. Enter 250 as the amount. Enter 5546 as the check number. Respond "N" when asked if this is an in-kind contribution. Respond "N" to the changing basic information option. Respond "Y" to verify the information is correct. RECORD ANOTHER CONTRIBUTION: When prompted for the activity, type "Sumpter" over the default Appomattox. You'll have to add blanks at the end to cover the "tox" at the end of Appomattox. Change or verify the date. Type "Ulysses" as the first name and "Grant" as the last name. Type "1" to verify it has selected the correct Ulysses Grant. If this were a different Ulysses Grant, you could add that person. Enter 190 as the amount. Enter "4322" as the check number. Respond "N" when asked if this was an in-kind contribution. "N" to the change basic information option. "Y" to verify the information is correct. RECORD ANOTHER CONTRIBUTION: Fund-Raiser's Assistant Manual Page 17 Repeat "Sumpter" as the activity. Verify the date. Type "Mary" as the first name and "Todd" as the last name. Type "1" to verify it is the correct Mary Todd. Enter 50 as the amount. Leave the check number blank. Respond "Y" when asked if this was an in-kind contribution. Respond "Y" to changing basic information. You will see the PEOPLE MENU and can change or verify any information you like. This is useful if you have a new address or want to verify an old address or phone number. Instead of requiring a separate operation, you can do it while you record the contribution. Press "0" to save Mary Todd as is. Type "Y" to verify the information is correct. RECORD ANOTHER CONTRIBUTION: Make a typographical error and type "Zappomatik" as the activity instead of "Appomattox". You will be told this code is not in the dictionary. Enter 3 to see a list of the available codes. Enter "1" to see them alphabetically by code. Leave the prompt blank to see all codes starting from the beginning. If you had forgotten what codes you were using, you would now have a chance to look at them. Type "Appomattox". Verify the date. It isn't necessary to enter the first name. Just type "Grant" as the last name. You'll be shown everyone with a last name beginning with the characters "Grant". There is only one. Type "1" to confirm this is the correct Ulysses Grant. Enter 70 as the amount. Enter "8120" as the check number. Respond "N" when asked if this was an in-kind contribution. "N" to change basic information. "Y" to verify the information is correct. Fund-Raiser's Assistant Manual Page 18 RECORD ANOTHER CONTRIBUTION: Record a contribution from a different activity by typing "Ford" over the current default of Appomattox. (Make sure you add enough spaces at the end to type over any characters remaining from the default.) You will be told "Ford" is not in the dictionary. Enter "2" to add it to the dictionary. Type "Reception at the Ford Theater" as the description. Type "Abe Genl" as the campaign account. You'll be told this code isn't in the dictionary. Enter "2" to add it. Type "Lincoln General Election" as the description. Enter "Lincoln" for the client. Change or verify the date. Type "Joyce" as the first name and "Grant" as the last name. Because Joyce is the spouse of Ulysses, "The Fund-Raiser's Assistant" can find her record. Type "1" to verify this is the correct Ulysses and Joyce Grant. Enter 340 as the amount. Enter "8199" as the check number. Respond "N" when asked if this was an in-kind contribution. "N" to change basic information. "Y" to verify the information is correct. FINISH RECORDING CONTRIBUTIONS: Finish this section by typing all spaces when prompted for an activity code. Select "2" to continue to the next step. If you had selected "1", you would have stopped entering contributions. Your work file would have been saved for later use, but the contributions would not have been added to the individual contribution histories. Select 2 to print the list of the contributions you've entered. Make sure your printer is on and press the enter key. Now you'll get a list of all contributions in the order in which you recorded them so you can easily compare what you entered to your hand written records and checks. Fund-Raiser's Assistant Manual Page 19 Press "2" to indicate the contributions are not correct and you want to change or delete some contributions. Type "Grant" as the person whose contribution you want to correct. The "Fund-Raiser's Assistant" will show you each contribution from Grant. Enter "N" when asked if you want are referring to the $30 contribution via check #9877. Don't forget to press the enter key. Enter "Y" to when asked if you are referring to the $190 contribution via check #4322. Enter "1" to indicate you want to change the contribution. Leave the date the same, but change the amount to $160. Continue to press the enter/return key to keep the rest of the information the same. When you are asked for the name of the next person, leave it blank to indicate you are finished. Enter "2" to print out the corrected work file. Select 2 to print the summary on the printer. Make sure your printer is on and press the enter key. The contributions are still not a part of the permanent record and would not be shown with the people, nor could they be a factor in any selections or reports. You would now compare this printout to your source documents. Assuming they match, select "1" to update the contribution histories. Select 2 to print on the printer. Make sure your printer is on and press the enter key. You'll get a separate list for each activity which includes each contributor, their occupation and the amount given. The contributions are now part of the permanent record and will appear on reports and be factors in selections. Now you have the option of sending separate dBase III Plus files to your word processing subdirectory for each activity, so you can send out a special thank-you note for each activity. Type "N" to bypass this option. Enter "Y" to delete these mail merge thank-you lists. You will return to the main menu. Fund-Raiser's Assistant Manual Page 20 REPORTS ABOUT ACTIVITIES Knowing what works is crucial to planning successful activities. "The Fund-Raiser's Assistant" will let you see at a glance how much money your campaign raises through each activity. The management reports provide both overviews and detailed analyses of moneys collected in order to help you formulate and implement a winning strategy. Enter "3" to get reports about fund-raising activities. Enter "1" to get the details of a single activity. When prompted for the activity, type "Appomattox". Enter "2" to have this report printed. Make sure your printer is on and press the enter key. You will get a list of everyone who has attended that activity and how much they contributed. Enter 2 to get a summary of all activities for a campaign. Select "Abe Lincoln's Primary" as the campaign. Enter "1" to see this information on the screen. You will see how much money was raised from each activity. Notice that the amount listed for the Appomattox Lunch is the same as the total on the report you just printed for that activity. Press the enter key to continue. Enter "0" to indicate you are finished with reports about activities and want to return to the MAIN MENU. REPORTS ABOUT PEOPLE In this section, you will see how "The Fund-Raiser's Assistant" can help you effectively target contributors and supporters. You can compile lists of prospects based on their contribution history, interests, occupation, previous fund-raising activities to which they responded, where they live, any of the "adjectives"(such as "Defense" or "Phoner") which you entered when you were adding prospects and people to your database or a host of other factors. These lists can be used to generate customized mailings, prepare call lists for phone banks, and review the giving Fund-Raiser's Assistant Manual Page 21 history of your different constituencies to help you evaluate and fine tune your strategy. Enter "4" from the main menu for reports about people. Enter "2" to identify which people to include. Enter "1" to use all people. All reports will contain every name in your database. Enter "0" to indicate you want to use people meeting the current criteria of "all people". Notice that the heading tells you that the current selection contains all people. Enter "4" to prepare reports about the people you just finished selecting. Enter "2" to list all information. Now you will be able to choose the order in which you want people to appear in the reports. Press the enter key twice to leave the sort fields just as they are so your reports will appear in alphabetical order by name. Press the enter key again to leave the selection criteria as suggested. This will appear on your report and lets you know what part of your database is on the report. Select "1" to start the report at the beginning. Enter "Y" to include the contributions, "Y" to include the adjectives, "Y" to include the notes, and "Y" to include the family information. Select "0" to include all adjectives. Sometimes, you may want a report that just includes some adjectives, such as those which indicate a person's issue interest. This is where you could indicate that. See the section about the maintenance menu to learn how to creates lists of adjectives. Enter "2" to print this report. Make sure your printer is on and press the enter key. You'll get an alphabetical listing of the basic information about each contributor plus the total given to each campaign. PREPARE ANOTHER REPORT Let's examine the contributions more carefully. But only for the big givers. We'll view the contribution history of Fund-Raiser's Assistant Manual Page 22 everyone who has given over $275, and, instead of looking at them in alphabetical order, we'll see the biggest contributors first. Enter "0" to finish preparing reports. Enter "2" to identify which people to include. Enter "2" to specify criteria to select a subset of people. Enter "1" to select on the basis of a single criterion. Enter "1" to select on the basis of the presence of the criteria. Choosing the absence of the criterion would let you select everyone who did NOT participate in a certain activity or does NOT have a certain adjective, etc. Enter "5" to select on the basis of how much they've given to a campaign. Enter "2" to use their contributions to Abe Lincoln's Primary Type "1" for more than and 275 for the amount. Enter "0" to verify that this criterion is correct. Enter "0" to use this criterion. Enter "4" to prepare reports. Enter "3" to list the contribution histories. Enter "9" to sort them on the basis of total amounts given. Enter "1" to make name the secondary sort. This means that everyone who has given the same amount will be listed alphabetically within that amount. Enter "0" to indicate there is no tertiary sort. Press the enter key to use the suggested description of the selection criteria. Enter "1" to start at the beginning. Enter "1" to see this information on your screen. Now you will get an itemization of all contributions from each contributor by activity and date. An asterisk to the left of a contribution date means it was in- kind. (See Mary Todd's contribution at the Sumpter Lunch.) Press the enter key to continue from screen to screen. Fund-Raiser's Assistant Manual Page 23 Ulysses and Joyce Grant do not appear because they did not give over $275 to Abe Lincoln's Primary. Press "0" to indicate you are finished preparing reports about people. Next, we'll find all Soldiers who have given over $295 to all campaigns. Enter "2" to identify which people to use. Enter "2" to specify criteria to select a subset of people. (This will supersede the previous criteria) Enter "3" to select on the basis of a simple AND selection. (We require that they be a soldier AND they have given more than $295) Enter "1" to select on the basis of the presence to the criterion. Enter "2" to select on the basis of their occupation. Type "Soldier" as the occupation. Enter "1" to add more criteria to the selection. Enter "1" to select on the basis of the presence to the criterion. Enter "5" to specify the amount given. Enter "1" to use the total given to all campaigns. Enter "1" to select more than and type 295 for the amount. Enter "0" to use the current selection criteria. We could have added more criteria, if, for example, we wanted to find all soldiers who gave over $295 AND lived in a certain city, etc. Enter "0" to indicate the current selection criteria are correct. Enter "3" to display the currently selected people. Enter "1" to see them on the screen. This is a compact way to see the results of your selections. You'll see that only Ulysses and Joyce Grant meet these criteria. Press the enter key to continue. Enter "0" to indicate you want to use people meeting these criteria. Fund-Raiser's Assistant Manual Page 24 Enter "4" to prepare reports about the people you just selected. Enter "4" for a call list. Leave the default values for the sort criteria. Type in your own description of which people have been included. Enter "1" to start at the beginning. Enter "Y" when asked if you want to include contributions. Enter "2" to include addresses. Enter "N" to indicate you don't want to see the notes and "N" to indicate you don't want to see adjectives. Make sure your printer is on and press the enter key. FLEXIBLE HIERARCHICAL SEARCHES It is possible to select people by combining criteria in a wide variety of ways but not in all possible ways. For example, you cannot mix ANDs with ORs. For example, in order to select all the people who attended EITHER the Lunch at the Appomattox Courthouse or the Lunch at Fort Sumpter AND have given over $150 you need to use something besides a simple "AND" or "OR" selection. The Flexible Hierarchical Selection, a powerful capability of the list management features, is the solution. Choose "0" to indicate you're finished preparing reports. Choose "3" to create lists of people. Lists allow you to create any sort of group. It could be a set of individuals who have no adjectives or other characteristic in common or a set of people with a common adjective plus or minus a few individuals. If you have a large database, creating lists of commonly used groups can speed your reports because the whole database won't be searched each time - just the smaller list file will be used. Choose "5" to merge with the results of a Flexible Hierarchical Selection with your list. "The Fund-Raiser's Assistant" takes a moment to get ready. We want to select people with the following characteristics: 1) They have given over $150 AND, 2) They have attended one of the following activities Fund-Raiser's Assistant Manual Page 25 2A) Appomattox Lunch, OR 2B) Sumpter Lunch This can be viewed as a hierarchy of selections. At the top level is our overall selection, which contains 2 subselections (#1 & #2). The overall selection is an AND selection because BOTH of its subselections must have their criteria met. The people must have both contributed at least $150 AND attended one of those two activities. Selection 1, the first subselection, is a simple selection for a specific criterion: Have they given over $150? Selection 2, the second subselection, contains 2 subselections of its own (#2A & #2B). But unlike the overall selection, it is an OR selection because only one of its subselections must have its criteria met. The person must have attended either the Appomattox Lunch or the Sumpter Lunch. The overall selection is at the top level. Its subselections are on a lower level and there is even another level of subselections below that. This forms a hierarchy. You can have many levels in many configurations. This approach lets you select on the basis of any Boolean Logical expression. Selections 2A and 2B are simple selections for a specific criterion just like selection 1 is. Now you will describe this selection to "The Fund-Raiser's Assistant". At the ADDING A NEW SELECTION MENU, choose "1" to indicate that your overall selection contains subselections. Type a description to help you keep track of the selections in your hierarchy. Type "Gave over $150 and attended either Appomattox or Sumpter". Press the {enter} key. Choose "1" to label this an AND selection. Now you'll describe its subselections. The first subselection is a selection for a specific criterion. Choose "3". Choose "1" to select on the basis of the presence of the criterion. Then choose "5" to select on the amount given. Enter "1" to use total given to all campaigns. Enter "1" for more than and 150 for the amount and press the {enter} key. Fund-Raiser's Assistant Manual Page 26 A suggested description for this subselection will appear. You can change it by typing over it. When you have the description you want, press the {enter} key. Next you'll see the HIERARCHICAL SELECTION NAVIGATING AND EDITING MENU, which is described more fully later in the manual. You've described one selection at this level, but not both of them. Choose "2" to add another selection at this level. Now you'll describe the selection for attendance at the fund- raising lunches. It contains two subselections of its own. Choose "1" to describe a containing selection. Type "Attended either Appomattox or Sumpter Lunch" as the description and choose "2" to define it as an OR selection. Now you'll define its subselections. The selection for people who attended the Appomattox Lunch is a selection for a specific criterion. Choose "3" to describe that selection. Choose "1" to select on the basis of the presence of the criterion. Choose "3" to select on the basis of fund-raising activities attended and type "Appomattox" as the activity. You can accept or change the suggested description. Now define the next selection on this level. Choose option "2" from the HIERARCHICAL SELECTION NAVIGATING AND EDITING MENU to add another selection on this level. Choose "3" for a selection for a specific criterion and choose "1" to select on the basis of the presence of the criterion. Choose "3" to select on the basis of fund-raising activities attended and type "Sumpter" as the activity. Leave the description alone by pressing the {enter} key. You are now two levels down in the selection hierarchy. From the HIERARCHICAL SELECTION NAVIGATING AND EDITING MENU, move up a level by choosing "0". Choose "0" again to move up another level. Because you are now at the top level of the hierarchy and it is not possible to move up another level, option "0" changes meaning. Choose option "0" again to begin selecting using the hierarchy you described. Each person meeting these criteria will be added to your list. The top of the screen indicates how many people are being added. When "The Fund-Raiser's Assistant" is finished adding these people, you could add the results of another selection or add or delete individuals one by one. Fund-Raiser's Assistant Manual Page 27 Enter "0" to stop list management. Accept the suggested description for this list. It is the same as the name you gave your selection. Enter "2" to identify which people to use. Enter "5" to work from a saved list. Enter "1" to use the list you just created. Press the enter key to use the current criteria. Enter "4" to prepare reports. Enter "7" to prepare a calendar list of important dates. The people meeting the current criteria, which is the list you just created, will appear on the calendar list. Everyone meets these criteria and will be included on the list. Modify the selection description as desired. Press the enter key twice to list people in alphabetical order. When asked for the year, accept the current year as the default. Turn on your printer. "The Fund-Raiser's Assistant" will go through everyone in the current selection and see if there are any family dates entered for birthdays or an anniversary. If so, it will put them in a special file, which will then be sorted and printed. You'll get a list of every birthday and anniversary in calendar order. This will make it easy to remember to send cards or make phone calls to these supporters. Type "0" to indicate you are finished preparing reports. Enter "0" to return to the main menu. RECORDING INFORMATION ABOUT INDIVIDUALS This section of the tutorial will show you how to examine and change information about individuals in your database. From the main menu, type "5" to record information about individual people. Type "Ulysses" as the first name and "Grant" as the last name. Leave the company name blank. Fund-Raiser's Assistant Manual Page 28 Enter "1" to confirm it is the correct Ulysses Grant. You'll see a menu of choices. Enter "4" to see Ulysses and Joyce Grant's contribution history. You'll see a summary containing one line for each campaign to which they have contributed. Type "Y" to see more information about one of these contributions. Enter "1" to see the details of their contributions to Abe Lincoln's Primary. You will see a breakdown of all of their contributions to this campaign. Press "0" to return to the prior screen. Type "N" to stop viewing their contribution history. Enter "0" to save Ulysses and Joyce Grant as is. Leave the first, last and company name blank to indicate you are finished looking at individual people. FINISHING THE TUTORIAL At the Main Menu, Enter "0" to quit the program. You'll be reminded to back up your dbf and dbt files. Make sure you have a backup program or tape drive and back up your data regularly. CONGRATULATIONS! You can now operate "The Fund-Raiser's Assistant". Fund-Raiser's Assistant Manual Page 29 AFTER RUNNING THE TUTORIAL After running the tutorial, you will probably want to remove the information you entered. The easiest way to do this will be to just reinstall the program. Insert your distribution disk in the floppy drive and move to the "A:" or "B:" prompt. Type "uninstall". This will remove The Fund-Raiser's Assistant. Then move back to the "A:" or "B:" prompt again and type "install". This will reinstall The Fund-Raiser's Assistant in its original form. Fund-Raiser's Assistant Manual Page 30 STARTING "THE FUND-RAISER'S ASSISTANT" After following the installation instructions noted in the section above, type "fundrais" at the main C:> prompt. (NOTE: The first time you start "The Fund-Raiser's Assistant" after installation, it will take a moment to create some index files that it needs. This momentary delay will not occur again. You'll also be shown information about Knowledge In Action Shareware.) The introductory screen you see can be personalized with the name of your organization through a choice in the MAINTENANCE MENU as described in that section of this manual. DATE At the bottom of the introductory screen, you'll confirm the correct DATE. If your computer has a clock, the correct date will appear automatically. This is an example of a DEFAULT where "The Fund-Raiser's Assistant" has an idea of the correct answer and types it in for you. If the date on the screen is correct you just press the {enter} key to accept it. Otherwise, type in the correct answer in a "MM/DD/YY" format. For example, "February 2, 1990" should be typed as "020890", which will appear on the screen as "02/08/90." USER STATUS Your second choice on the introductory screen is whether you are an ADVANCED or REGULAR user. Press the {enter} key to leave your status unchanged, or type "Y" to change your status. The differences between the two user types are described in the Appendix of the manual. The first-time user should start as a REGULAR user. INFORMATION ON SHAREWARE Your third choice on the introductory screen is whether you want to learn about other shareware products we produce. Fund-Raiser's Assistant Manual Page 31 MAIN MENU You will now see the following choices on the Main Menu: 0 - Quit program 1 - MAINTENANCE 2 - Record Money Received 3 - Reports About Fund-Raising Activities 4 - Reports about People 5 - Information about individual people 6 - Apply an adjective to a group of people 7 - Enter precincts for people 8 - Prepare a contribution summary for financial reporting NOTE: The last two options, precincts and contribution summary, are only available if you activate the political option in the Maintenance section (see further directions in the maintenance section of this manual). You can select from a menu either by using the up and down arrow keys to position or just entering the number or letter in front of the item you desire. WARNING: Do not turn off the computer without choosing option "0" to quit the program, or else some of your information may be lost. Once you return to the C:> prompt, it is safe to turn off the computer. MAINTENANCE ROUTINES Option 1 on the MAIN MENU will open the MAINTENANCE MENU. Return to MAIN MENU Change user status.... Change Defaults Self Tune Up Work with CODE Dictionaries Combine Duplicates Change PASSWORD User Defined Field Names Election Names for Voting History Turn the political option on and off Change the Password for deleting people Allow/Don't allow people to be found by company Prepare Lists of Adjectives Change Printer Information USER STATUS Choose "1" to switch your status back and forth between REGULAR and ADVANCED. Changing to the ADVANCED status speeds menu choices by eliminating the need for the {enter} key after choices. Further differences are explained in the Appendix. Fund-Raiser's Assistant Manual Page 32 CHANGE DEFAULTS Choose "2" to change various default values. You'll see the DEFAULT MENU: Finished with Defaults - Return to the Maintenance Menu Default Area code Default City Default State How the Salutation and Mailing Names are constructed Organization Name Automatic capitalization Default mailing location AREA CODE - You can enter an area code that will be inserted in each new person's phone number. If this area code isn't correct you can just type over it. CITY - The default city will be inserted in each new person's record. You can type over it if it is incorrect. STATE - A default state will be inserted in each new record. You can type over it. SALUTATION - You can specify whether to use an informal(first names)or a formal(Mr., Ms.) greeting. You then have the option of having all your salutations redone according to your specifications. From then on, when you add a person, The Fund- Raiser's Assistant creates a suggested salutation of whichever type you specify. If it isn't exactly what you want, you can just type over it. ORGANIZATION NAME - This is your organization's name as it appears on the reports. CAPITALIZATION - The Fund-Raiser's Assistant normally capitalizes the first letter of each person's name even if you don't. If you want to be able to enter names which start with small letters, you should turn off the automatic capitalization MAILING LOCATION - Mail is sent either to home(H) or work(W).This option lets you specify which is automatically inserted in new people's records. Of course, you can change this when you edit the person's record. SELF TUNE UP Option 3 on the MAINTENANCE MENU The Fund-Raiser's Assistant uses indices to let it find information quickly. If you have a hard disk failure or someone uses another program (such as dBase) to change any of your Fund-Raiser's Assistant Manual Page 33 information, the indices may no longer be accurate. If you ever encounter a situation when you can't find something that you are sure is in "The Fund-Raiser's Assistant", select this option. You can choose to have all of the indices rebuilt or just the ones "The Fund-Raiser's Assistant" thinks need rebuilding. Normally, choose to only rebuild those that need it, but if the problems persists, rebuild them all. Most users will never need to use this option. CODE DICTIONARIES An option on the MAINTENANCE MENU If you choose "4" from the Maintenance Menu you will find yourself at the "CODE DICTIONARY MENU." This gives you an opportunity to define, change, or list the codes you will be using for adjectives, occupations, activities, campaigns and clients. You can also combine codes. By using codes of up to 10 letters and numbers, your entries will be intuitive and rapid and errors will be immediately detected. Codes are used for data entry, so they can be whatever is easiest for your data entry people. The descriptions are used in the reports, so they can be whatever makes the most sense to your non-computer using management. Defining your codes and their descriptions in advance works best, but you can omit this step and add them as you are entering information. It is useful to consider the organization of your codes in advance so that you can easily add new codes later. For example, the Dewey Decimal system that libraries employ utilizes letter codes for major topic areas, followed by decimals for subtopics. The codes can be any combination of up to 10 letters and numbers. You may of course make the code identical to its meaning as long as it is less than or equal to ten characters You will see the "CODE DICTIONARY MENU": Return to Maintenance Menu Work with Activities Work with Adjectives and Occupations Work with Campaigns Work with Clients(candidates) Combine or delete activities, adjectives or occupations. Choose any one of your category names (menu choices 1 through 4) and you will see the following menu: WORKING WITH (CATEGORY NAME) CODES Finished: return to CODE DICTIONARY MENU Fund-Raiser's Assistant Manual Page 34 Add new codes Change a code or its description List the codes in the dictionary ADD NEW CODES Follow the directions on the screen and type a code using any combination of 10 numbers and letters, followed by {enter}, then type its full description followed by {enter}. Activities will also need to be assigned to a campaign. New campaigns will need to be assigned to a client/candidate. When you're finished entering codes within a category, leave the code space blank and just press the {enter} key. You will now return to the WORKING WITH ... menu for further choices. If you realize you have made a mistake after you have entered a code, it can be easily corrected by choosing option 2 from the WORKING WITH ... menu as explained below. CHANGE A CODE OR ITS DESCRIPTION Follow the directions on the screen and type the code you wish to change, followed by {enter}. The code and its description will now appear on the screen and you can change either or both of them by typing over them. When you're finished changing codes, leave the code space blank and just press the {enter} key. You will now return to the WORKING WITH ... menu for further choices. All information keyed to the former code and/or its description throughout "The Fund-Raiser's Assistant" will be automatically changed. LIST ALL THE CODES IN THE DICTIONARY This option will display on the screen or print all the codes and descriptions you have entered within the category you selected. Choose whether you want them listed alphabetically by code or by description. Choose whether you want them on the screen or on the printer. Type the code which you wish the list to begin with, or leave the space blank to display the list from the beginning. If you are viewing them on the screen, after each screen, you will have the choice of pressing {enter} to continue, or "x" to exit and return to the WORKING WITH ... menu. We suggest that you print the codes often to obtain a current list of the codes whenever you make changes to them. Leave this in a place where the data entry people can refer to it. Fund-Raiser's Assistant Manual Page 35 When you have finished working with the codes in the categories you have selected, follow the directions on the screen to select "0" to return to the CODE DICTIONARY MENU. COMBINING OR DELETING CODES If for some reason, you do wind up with two codes that mean the same thing, whether it's an adjective, or an occupation or even an activity, this is the way to correct it. If you want to remove an adjective completely, this is the way. It can even assign an activity to a different campaign or client. First identify what you want to combine or delete. You can combine adjective, occupation and activity codes. Every reference to the old code is now a reference to the new code. The old code is not even in the dictionary anymore. First, you'll type the code that will be replaced. Then type the code that will replace it. You'll then verify that the substitution is correct. You can delete adjectives or occupations. The old code ceases to exist. There are no more references to it. You cannot delete activities because the money collected must be reassigned somewhere. If you want to delete activities, first use the option to add activities to create an activity called "deleted" and assign it to a campaign called "delete" or something appropriate. Assign it to client "delete". Combine the activity you want to delete with this "deleted" campaign. After you've described all the deletions and combinations you want, choose the "perform" option. It could take some time. It's a good idea to rebuild your entire infrastructure, option 3 of the Maintenance Menu, after doing this. COMBINING DUPLICATE PEOPLE You'll always be adding new people. This routine helps you identify and join possible duplicates. It works two ways. If you know which two people in your database are actually the same, you can identify them and "The Fund-Raiser's Assistant" will combine them. Whenever there is a difference, e.g. the spelling of the street, you'll get to choose which to use, except for adjectives and contributions which both will be combined automatically. You can also use "The Fund-Raiser's Assistant" to help you identify possible duplicates. You describe the criteria for flagging two records as a pair of possible duplicates, such as same last name and street. Any pair of records with the same Fund-Raiser's Assistant Manual Page 36 last name and street will be brought to your attention on the screen. Then you decide whether they should be combined or not. If the street and number are the same, it could be a couple who have kept their own last names and have gotten into your database under each. There are many tip offs to potential duplicates and you can browse with each of them. PASSWORD FOR STARTING THE PROGRAM Choose "6" and you will be able to type in a password you designate. If you don't want to use a password at all, leave the space blank. When you are finished, press the {enter} key and you will return to the MAINTENANCE MENU. If you designate a password, you will have to type it in when you first start the program. Small and capital letters are different. In other words "SECRET" is different from "secret". Please note that the password could be easy to break for a determined user, and is meant mainly as a reminder. If you want real security, consider other measures, such as a special security program. USER-DEFINED FIELDS You can define character, numeric and logical fields for each person in your database. The first screen you see will be for character, the second for numeric and the third for logical. You can then enter information in these fields under the MAIN MENU option "Information about Individuals" and use them to select people for reports, mail merge et al in the Reports option of the MAIN MENU. For instance, you might set up a numeric field to rank people's favorability toward your cause or use character fields to record information about geographical areas or political districts. ELECTION NAMES FOR VOTING HISTORY If you have chosen to use the political option, you can keep track of what elections people voted in and then use that information to select people based on their voting history. Use this option to name the elections. Use the MAIN MENU option "Information about Individuals" to enter voting histories for people and then select them in the Report module of the MAIN MENU. POLITICAL OPTION When the political option is on, you can record voting histories, political parties, voting precincts and the date a Fund-Raiser's Assistant Manual Page 37 person registered to vote. You can also use these options to select people for reports and direct mail efforts. PASSWORD FOR DELETING PEOPLE You can enter an optional password to prevent users from deleting people from the database or combining them unless they know the password. Leaving this field blank means that there is no password required. ALLOW/DON'T ALLOW PEOPLE TO BE FOUND BY COMPANY If you have company information about people, you may want to be able to look up information by companies. This is particularly useful if you get contributions from PACs and may not remember the individuals at those PACs. If you don't have company information, turn off this option to simplify data entry and lookup. PREPARE LISTS OF ADJECTIVES Sometimes, you may want a report to display some, but not all, of the adjectives you have assigned to people. For instance, a phone bank calling about various issues may only be interested in certain adjectives. By creating a list of relevant adjectives, you can limit which adjectives are included on the report. When you choose this option, you will see the ADJECTIVE MANAGEMENT MENU Stop Adjective Management Add individual adjectives to the list Recall and merge a saved list of adjectives Delete lists of saved adjectives See what adjectives are included in a list Change the description of a list STOP ADJECTIVE MANAGEMENT You'll be asked for a name for the adjective list. ADD INDIVIDUAL ADJECTIVES TO THE LIST When you choose this option, just enter the adjective codes for the adjectives you want to add. Leave the code blank when you are finished. RECALL AND MERGE A SAVED LIST OF ADJECTIVES This allows you to read in a list you have already created. Then you can add to or delete from it. You'll be shown the Fund-Raiser's Assistant Manual Page 38 adjective lists that you currently have saved and can choose to read in as many as you like. DELETE LISTS OF SAVED ADJECTIVES When you are finished with a list, use this option to delete it SEE WHAT ADJECTIVES ARE INCLUDED IN A LIST You can select a list and see the adjectives it includes either on screen or on you printer. CHANGE THE DESCRIPTION OF A LIST If you decide that the name you gave to a list is no longer appropriate, use this option to change it. CHANGE PRINTER INFORMATION When you choose this option, you'll see the "CHANGING PRINTER INFORMATION" menu Return to the Maintenance Menu Change lines per printed page Change the printer strings for condensed print Change printer characters per inch Change the printer port CHANGE LINES PER PRINTED PAGE Various printers print different number of lines per inch. Most continuous form, dot matrix printers, have 66 lines per inch while many laser printers only print 59 or 60 lines per inch. The Fund-Raiser's Assistant comes set to 66 lines per inch. CHANGE THE PRINTER STRINGS FOR CONDENSED PRINT Most printers have special control codes that are used to instruct them when to print condensed or regular size print. The Fund-Raiser's Assistant comes with the Epson set installed. You can use this option, together with your printer manual, to customize it for your printer. If you have a Hewlett Packard Laser Printer, there is an option for using its settings. Otherwise, you'll have to type in the codes. First, enter the ASCII characters for condensed print and then the ASCII characters for regular print. CHANGE PRINTER CHARACTERS PER INCH Fund-Raiser's Assistant Manual Page 39 This tells The Fund-Raiser's Assistant how big your characters are in both regular and condensed mode. You will probably not need to change these values. CHANGE THE PRINTER PORT The printer port is where your printer is hooked up. You can have up to 3 printers. Normally, this will be 1. Fund-Raiser's Assistant Manual Page 40 RECORDING MONEY RECEIVED Choosing option 2 from the MAIN MENU will let you record contributions received from direct mail appeals, events, personal solicitations and other fund-raising activities. This is a two step process. First you will create a working file of contributions. You will have plenty of opportunities to review this working file and make corrections to it. When it is correct and complete, you will instruct The Fund-Raiser's Assistant to post it to the individual contribution histories. Only after this second step will the contributions actually be part of the contribution histories. If you have recorded contributions which have not yet been posted to your database, you will be asked if you want to continue with the pre-existing file of contributions. 99% of the time you are asked this question, you should answer "Y" or you are apt to lose contributions. First, you'll enter a code for the activity. (See the section on Code Dictionaries in the Maintenance Section above). If this is the first contribution you're attributing to this activity, you'll enter the activity's description and the campaign for which it's raising money,(This could be a "building campaign", "endowment campaign", or any other major project. For political users, this will be the name of the campaign committee). By specifying the campaign, it's possible to keep track of how much has been given to a campaign and, for political users, to generate reports to help you make campaign filing statements. If this is the first time you're recording contributions for this campaign and you have multiple clients, you'll also specify which client the campaign is for. Next you'll enter the date of the contribution in "MM/DD/YY" format. Next you'll enter the name of the contributor. You don't have to enter the first name. You don't even have to enter the complete last name. "The Fund-Raiser's Assistant" will show you every person who matches whatever you typed in. If the person is not in the database, you can add them now. If you have used the Maintenance Section to indicate that you want to be able to select by company name, you can enter a company name instead of a person's name. Then you'll enter the amount received, a check number if you know it and whether or not this was an in-kind contribution. Finally, you'll be asked if you want to change any information about this person. This is particularly useful if you know Fund-Raiser's Assistant Manual Page 41 someone has changed their address or phone number. You can make the changes as you go along, instead of trying to remember them for a later session. Finally, you'll verify that the information is correct. Then you can enter another contribution. You can enter contributions from more than one activity in any order you want, so there is no need to sort your checks ahead of time. When you're finished, leave the activity code blank. You'll be given the option of stopping and continuing later or moving to the next step by reviewing the contribution work file you've created. If you decide to stop and continue later, "The Fund- Raiser's Assistant" will save the contributions you have recorded, but WILL NOT post them to individual contributors. The only way to post them to individual contributor records is to choose to continue, view them, make any necessary corrections and perform step 1 below. If you decide to continue, you'll see each check entered containing the campaign, activity, date, contributor and amount. Although you can choose to see this on the screen, it is much easier to work with if you print it out. Compare this printout with your stack of checks. You will have four options If everything is correct, you can update the contribution histories. ONLY CONTRIBUTIONS WHICH HAVE GONE THROUGH THIS STEP WILL SHOW UP ON INDIVIDUAL CONTRIBUTOR RECORDS, appear on reports, and be available for use in selecting, You can change or delete contributions. You will enter the last name of the contributor and select the correct contribution and either change or delete it, You can stop, have the computer save your work, and go on to something else. When you return to recording contributions, the computer will offer to continue with your pre-existing file of contributions. Respond "Y". You can record more contributions if you discover you forgot some. If you choose the first option, you will receive a separate summary for each activity, showing the contributions received. You'll also have the opportunity to have dBase compatible computer databases for each activity sent to your mail merge subdirectory. You can use these files to send thank you notes to each contributor. There will be a master file called "thank_db" which will contain the names of each thank you file created. There will be a separate thank you file for each activity. REPORTS ABOUT FUND-RAISING ACTIVITIES Fund-Raiser's Assistant Manual Page 42 An Option on the MAIN MENU You can get a detailed report about one activity or a summary report for all the activities of one campaign. They are available on screen and can also be printed. The report on one activity lists each contributor, how much was given and when. Enter the activity code and indicate if you want it on the screen or the printer The summary report lists all the activities for a campaign and how much each has collected. Select a campaign and indicate if you want the report on the screen or printed. Fund-Raiser's Assistant Manual Page 43 REPORTS ABOUT PEOPLE An Option on the MAIN MENU First, decide which people should be included. Everyone? All the people in a certain city? With a certain job? Who are interested in the same issue? Big contributors who haven't reached the legal limit? After identifying a group of people, you can get reports about them, prepare direct mail, or mark them each with an adjective. On the fourth line down from the top of the screen is a line telling you which people will be contained in options 1, 4, 5, or 6 below. First, you will choose from the REPORTS ABOUT PEOPLE MENU Return to Main Menu Display Currently selected people Identify which people to include Create and Edit Lists Prepare Reports Direct Mail Apply an adjective to them DISPLAY CURRENTLY SELECTED PEOPLE This option lets you see, on paper or the screen, the names of everyone who will appear on your reports. IDENTIFYING WHICH PEOPLE TO INCLUDE An Option on the REPORTS ABOUT PEOPLE MENU You can include everyone, you can specify a set of criteria that define a subset of interest, or you can call up a set of names you have compiled into a list (see next session on Creating and Editing Lists). The current criteria is displayed on the fourth line from the top of the screen. Fund-Raiser's Assistant Manual Page 44 First, you'll see the SELECTING MENU Use people meeting the current criteria Use all people Specify criteria to select a subset of people Display people meeting the current criteria Count people meeting the current criteria Work from a saved list INCLUDE ALL PEOPLE Everyone in the database will be included. SPECIFY CRITERIA TO SELECT A SUBSET OF PEOPLE Choosing this option will take you to the "SELECTION MENU" where you will define your criteria for including people. The current criteria is correct With a single criterion With a simple "OR" selection With a simple "AND" selection WITH A SINGLE CRITERION Choose this option if you want to include everyone who shares a single characteristic, for example, everyone who attended a certain event. First you will indicate whether you want to select on the basis of the presence or the absence of the criterion (i.e. whether you are looking for everyone who HAS the characteristic or everyone who DOESN'T HAVE it). Fund-Raiser's Assistant Manual Page 45 Next, identify which type of information. You can choose from Adjectives Occupations Fund-Raising Activities to which they've contributed, Where they live How much people have given to individual campaigns, How much people have given to individual clients, A phrase in a text field, Character user-defined fields, Numeric user-defined fields, Logical user-defined fields, When they registered to vote, The Precinct, Their political party, Voting History, Gender, The person's birthday, If they have a phone number. NOTE: The choices "When they registered to vote", "The Precinct", "Their political party", and "Voting History" are only available if you have chosen to include the political option in the maintenance menu. If you choose adjective, occupation or fund-raising activity, you will then enter the appropriate code. If you are including people based on where they live, you will then see a sub menu where you will identify if you want to choose on the basis of the city, state, zip code, street, street number or if they live on the even side of the street(To select people who live on the odd side of the street, choose to select on the "ABSENCE" of the criterion in the step before this one). You can then enter a range of values. If you want to select people based on their giving history to a campaign or client, you'll first specify which giving history, i.e. contributions to which campaign or client (In both the campaign and client options, you can also select their total giving). If there is only one campaign or client, you will bypass this option. Then specify whether you want people who have given more than, less than or exactly some specified amount and then enter the specified amount. Free form text selections let you include imperfect matches for First Names, Last Names, Home Street or Home City, as long as they contain a key phrase. For instance, South Eureka may also be recorded as S. Eureka, or So. Eureka. You could search for the phrase " Eureka". This would find all those entries and the leading space would prevent it from including "Eureka". Fund-Raiser's Assistant Manual Page 46 To select on the basis of user defined character fields, first identify which field to use, then enter a lower and upper limit. To select on the basis of numeric user defined fields, identify which field to use, then specify whether you are looking for a value greater than, less than or equal to a certain number and then enter the number. To select on the basis of a logical user defined field, identify which field to use. To select on the basis of when they registered to vote, specify whether you want to choose people who have registered before, after or on a specific date. Then enter the date. This allows you to find new voters, established voters or even voters you registered on a specific day. To select on the basis of the precinct, enter a range of precinct numbers. To use only one precinct, enter that precinct number as both the lower and upper limits. To select on the basis of the Political Party, select the party. To select on the basis of voting history, enter the number representing the election To select on the basis of gender, select which gender To select on the basis of their birthday, first decide if you are looking for people older, younger or exactly a certain age and then enter the birthday. To select people with a home or business phone, choose this option. To find people without phone numbers, select the absence of criterion in the previous section and then choose this option. WITH A SIMPLE "OR" SELECTION Choose this option if you want to include people with any of a number of different characteristics. For example, you could include everyone who had gone to one of a few activities, or is a member of one of a number of occupations. You will specify your categories and criteria using the same menu and methods as explained in the above section on single criterion selections. However, after you choose each category and criterion, you will see your current selection criteria displayed in a box at the top of the screen. You will then be given the choice: Fund-Raiser's Assistant Manual Page 47 Use the current selection criteria Add more criteria Abort the selection Choose "0" when you have finished specifying criteria and you are ready for "The Fund-Raiser's Assistant" to use the subset of people you have identified. If you choose "1" you will be able to include more categories or more criteria within already specified categories. Choose "2" if you want to abandon this selection and return to your prior selection criteria. WITH A SIMPLE "AND" SELECTION Choose this option if you want to include people only if they have multiple characteristics, such as living in a certain city and being interested in a certain issue. You will specify your categories and criteria in exactly the same menu and methods as explained in option 2 above. DISPLAY PEOPLE MEETING CURRENT CRITERIA The names and addresses of your current selections will be displayed on the screen or printed. COUNT PEOPLE MEETING THE CURRENT CRITERIA You will get a count of the people meeting the current criteria. Fund-Raiser's Assistant Manual Page 48 WORK FROM A SAVED LIST If you've previously created a list of people, you can call it up and those are the people who will be included. CREATE AND EDIT LISTS An Option in Using Information about People WHY USE LISTS You can create lists of people that you can recall for reports and direct mail activities. Because "The Fund-Raiser's Assistant" doesn't have to look through your entire database and examine each person to see if they met the specified criteria, lists are actually faster to use than regular selections. They also let you put whoever you want together, even if they don't all share some common trait. NOTE: As new people are added to the database, they are NOT automatically added to any lists on which they might normally belong. They must be specifically added, either one at a time or by merging an existing list with a set of criteria. LIST MANAGEMENT MENU Upon choosing this option, you'll see the List Management Menu with the following options: Stop List Management Add or remove individual people Add everyone to the list Recall and merge an existing list Delete existing lists of saved people Merge with a flexible hierarchical selection Add people from a simple selection Change the description of a list Remove everyone from the list and start over ADDING INDIVIDUALS TO THE LIST You can add people one by one to the list by entering their first (optional) and last names. To delete a person on the list, enter their name as if you want to add them. If a person is already on the list, "The Fund-Raiser's Assistant" will give you the option of removing them. ADD EVERYONE Everyone in your database will be included on the list and you will leave the list management section. You'll be asked to name the list. Fund-Raiser's Assistant Manual Page 49 RECALL AND MERGE A SAVED LIST You can add the members of another list to your working list. Just identify it and it will be automatically added. You can merge as many lists as you want. If someone is already on the list, they won't be added again. DELETING LISTS When a list is no longer useful, you can delete it. MERGE WITH A FLEXIBLE HIERARCHICAL SELECTION ABOUT HIERARCHICAL SELECTIONS The three simple selections described above (single criterion, simple OR, and simple AND) do not cover all possible selections, namely selections which mix ANDs with ORs. For example, in order to select all the people who attended EITHER the Appomattox or Sumpter lunch AND have given over $150 you need to use something besides a simple "AND" or "OR" selection. The Flexible Hierarchical Selection is the solution. We want to select people with the following characteristics: 1) People who have given over $150 AND, 2) They have attended one of the following activities 2A) Appomattox Lunch, OR 2B) Sumpter Lunch This can be viewed as a hierarchy of selections. At the top level is our overall selection, which contains 2 subselections (#1 & #2). The overall selection is an AND selection because BOTH of its subselections must have their criteria met. The people must have contributed at least $150 AND attended one of those two activities. Selection 1, the first subselection, is a simple selection for a specific criterion: Have they given over $150? Selection 2, the second subselection, contains 2 subselections of its own (#2A & #2B). But unlike the overall selection, it is an OR selection because only one of its subselections must have its criteria met. The person must have attended either the Appomattox or Sumpter Lunch. The overall selection is at the top level. Its subselections are on a lower level and there is even another level of subselections below that. Hence, this forms a hierarchy. You can have many levels in many configurations. This approach lets you select on the basis of any Boolean Logical expression. Fund-Raiser's Assistant Manual Page 50 Selections 2A and 2B are simple selections for a specific criterion just like selection 1 is. The overall selection is satisfied when both selection 1 AND selection 2 are successful. Selection 1 is successful if the person has given over $150. Selection 2 is successful if either selection 2A OR selection 2B is successful. Hierarchical Selections let you construct selections like this one above or even more complex selections. CONSTRUCTING A HIERARCHICAL SELECTION Choosing option 5 from the LIST MANAGEMENT MENU starts the process of constructing a Hierarchical Selection. You need to construct all the components of a Hierarchical Selection before the selection begins. You will not select on the basis of individual components and then combine them later. ADDING A NEW SELECTION To begin your Hierarchical Selection, choose the kind of selection you want from the ADDING A NEW SELECTION MENU: 1 - It contains other selections 2 - It's a previously saved selection 3 - It's a selection using a specific criterion CONTAINING SELECTIONS OPTION 1 - IT CONTAINS OTHER SELECTIONS This is an "overall" or "containing" selection such as the entire example and subselection #2 above. First you will type a description of this selection. This will not affect the logic of the selection and is solely for your use in identifying the selection. Now you will choose whether this is an "AND" selection or an "OR" selection in the following menu: How does this selection's "success" depend on the success of the subselections it contains? 1 - ALL of them must be successful (logical AND) 2 - Only ONE of them needs to be successful (logical OR) An "AND" selection requires all of its subselections to be successful. An "OR" selection requires only one of its subselections to be successful. For instance, the overall selection in the example above is an "AND" selection because a person must satisfy both criteria #1 -"The person gave over $150" AND #2 - "The person attended one of two activities." The subselection #2 in the same example is an "OR" selection because it is only necessary to satisfy one of the two criteria #2A -"The person attended the Appomattox Lunch" OR #2B - "The person attended the Sumpter Lunch." Fund-Raiser's Assistant Manual Page 51 After you make this choice, you will begin building the subselections that make up this containing selection. Due to the flexibility of the Hierarchical Selection, you can construct selections which contain other selections, which contain other selections... Therefore you will keep returning to the ADDING A NEW SELECTION MENU until you narrow your subselection down to option 3. PREVIOUSLY SAVED SELECTION If you have previously saved a Hierarchical Selection (as explained in the HIERARCHICAL SELECTION NAVIGATING AND EDITING MENU option 5), choose option "2" to recall it. You can recall a previously saved selection as your entire selection, or as a subselection in your selection hierarchy. Displayed on the screen will be a numerical list of all the selections you have saved. Type the number of the selection that you wish to add. The selection will be added and you will see the HIERARCHICAL SELECTION NAVIGATING AND EDITING MENU. Please refer to the section below for further instructions. Fund-Raiser's Assistant Manual Page 52 A SELECTION USING A SINGLE CRITERION Choose this option when your subselection doesn't contain any other selections and you are ready to select using one specific criterion. You can select using either the presence or the absence of the criterion. Select using the absence when you want to EXCLUDE people which meet certain criteria. In the example given above, selection #1 (person gave over $150) is for a specific criterion, as are selections #2A and #2B. Notice the difference between these selections (#1, #2A, #2B) and the containing selections (overall selection and selection #2). When you choose this option, you will select which category. After you choose your category and the criterion, "The Fund- Raiser's Assistant" will suggest a description for this subselection. You can change it by typing over it, or just press the {enter} key to accept it. Now you will see the HIERARCHICAL SELECTION NAVIGATING AND EDITING MENU. Please refer to the section below for further instructions. HIERARCHICAL SELECTION NAVIGATING AND EDITING MENU After you have made your choices from the ADDING A NEW SELECTION MENU, you will see the HIERARCHICAL SELECTION NAVIGATING AND EDITING MENU. A part of your total selection will be displayed at the top of the screen. You will see your CURRENT selection marked by a set of arrows on the left side of the screen. If the CURRENT selection contains other selections, these will be displayed below it. If the CURRENT selection is part of another selection, you will see that selection at the top of the screen. All the subselections which are contained in a selection are said to be at the "same level," while a containing selection is at a "different level" or a "level above" the selections it contains. For instance, in the example above, selections #1 and #2 are at the same level because they are both contained in the overall selection. Similarly, selections #2A and #2B are at the same level because they are both contained within selection #2. However, selections #1 and #2A are at different levels in the hierarchy since selection #2A is a subselection of #2. Fund-Raiser's Assistant Manual Page 53 NAVIGATING AND EDITING MENU This will allow you to move around your selection hierarchy, start the selection, change selection components and save selections or subselections as follows: Go up a level to the selection: (description of selection a level above), or Begin selection (if you are at the top level of the Hierarchy) Move to the previous selection on this level Move to the next selection on this level or add one Edit the current selection DELETE the CURRENT selection and any of its subselections SAVE the CURRENT selection for future reference Delete currently saved selections Quit without selecting GO UP A LEVEL TO THE SELECTION... OR BEGIN SELECTION Hierarchical Selections have many levels, and you will frequently want to move from one level to another. When you are finished specifying subselections on one level, you will need to move up to the containing selection. Choose option "0" to move up from a subselection to its containing selection. After you have defined all the components and subselections of your Hierarchical Selection, use option "0" to move up level by level until your CURRENT selection is the overall selection. At that time, option "0" will change meaning and begin selecting according to the entire hierarchy which you have constructed. MOVE TO THE PREVIOUS SELECTION ON THIS LEVEL All the selections at the same level as the CURRENT selection are displayed and numbered at the top of the screen. Choose option "1" to change to another selection within the same level as the CURRENT selection. It will move in descending order (e.g., from selection #3 to #2, etc.) among the selections on the same level. MOVE TO THE NEXT SELECTION ON THIS LEVEL OR ADD ONE Option "2" works exactly the same as option "1" except that it moves your CURRENT selection in ascending order (e.g., from selection #2 to #3, etc.). If there is no higher numbered selection to move to, a new selection will be added and you will return to the ADDING A NEW SELECTION MENU. EDIT THE CURRENT SELECTION Fund-Raiser's Assistant Manual Page 54 Choose option "3" to make changes in the currently displayed selection. If your CURRENT selection is for a specific criterion, this option will allow you to change the category and/or the specific criterion. If your CURRENT selection is a containing selection, this option will let you change the description and will then move you to its first subselection. Then you will return to the NAVIGATING AND EDITING MENU. DELETE THE CURRENT SELECTION Choose option "4" to delete your CURRENT selection. If it contains subselections, all of them will also be deleted. You will return to the NAVIGATING AND EDITING MENU at the level of the selection which previously contained the selection you deleted. SAVE THIS SELECTION FOR FUTURE REFERENCE Describing a complex Hierarchical Selection may be time consuming. Option "5" lets you save an entire Hierarchical Selection or part of a selection for use at a later time. First you will be asked for a name under which it will be stored. "The Fund-Raiser's Assistant" will automatically insert your description of the selection which you may accept by pressing the {enter} key, or else type over it to create a new name. You may recall these selections using the ADDING A NEW SELECTION MENU option "2." DELETE CURRENTLY SAVED SELECTIONS Choose option "6" to remove previously saved selections from "The Fund-Raiser's Assistant". Displayed on the screen will be a numerical list of all the selections you have saved. Type the number of the selection that you wish to delete. You will be asked to verify that you wish to proceed. When you are finished deleting selections, choose "0" to return to the CURRENT selection. QUIT WITHOUT SELECTING If you decide that you do not wish to continue with your Hierarchical Selection, choose option "7". Your selection will not be saved unless you have previously used option 5 to store it for future use. You will be asked to verify that you wish to quit the selection. You will then return to the SELECTING MENU. ADDING THE RESULTS OF A SIMPLE SELECTION TO A LIST You can add everyone who meets a certain set of criteria to your list. Just specify the criteria in the same way as described previously (in the section on identifying which Fund-Raiser's Assistant Manual Page 55 people to include - identifying criteria to select a subset) and everyone meeting those criteria will be added. CHANGE THE DESCRIPTION OF A LIST If you decide that a different description would be more appropriate for a list, use this option, select the list and enter the new description. REMOVE EVERYONE FROM THE LIST AND START OVER Use this option if you decide that you are on the wrong track and don't want to continue with this list. PREPARE REPORTS An Option on the Reports about People Menu REPORTS MENU This option lets you prepare various reports about the people you have selected from your database. You will choose one of the following: Finished preparing reports about people Display the currently selected people List all information about them List Contribution Histories Call List Print names and phone numbers only Print rolodex Calendar List of important dates Before the first report is displayed, you will have to choose the order in which you want to see it. After that, you will see an additional option on this menu to change the order in which reports are prepared. DISPLAYING THE CURRENTLY SELECTED PEOPLE This option lets you see, on paper or the screen, the names of everyone who will appear on your reports. Modify the description of the subset that will appear on the report. You can start at the beginning of in the middle, unless you're working from a saved list. LIST ALL INFORMATION ABOUT THEM This report shows you the person's name, the spouse and both home and work address. Fund-Raiser's Assistant Manual Page 56 Type the selection criteria as you want it to appear on the report. Indicate if you want to start at the beginning or in the middle, unless you're working from a saved list. You have the option of including the total contributions given to each campaign (for an itemization of each amount, see the next report), the adjectives, the notes and family information. If you include the adjectives, you will indicate if you want all adjectives or just those on a specific list(see preparing lists of adjectives in the UTILITIES section.) Indicate whether you want this on the screen or the printer. LIST CONTRIBUTION HISTORIES This gives you a detailed list of how much each person gave through each fund-raising activity. Type the selection criteria as you want it to appear on the report. Indicate if you want to start at the beginning or in the middle, unless you're working from a saved list. You can see the contributions to one specific client(candidate) or to all clients. For each person, you'll see their name, mailing address and the date, activity and amount of each contribution. An "*" next to an amount means it was an in-kind contribution. You can view this report on the screen or have it printed. CALL LISTS The Call List includes the person's name and all their phone numbers. You also have the option of including the contribution history and their address. Type the selection criteria as you want it to appear on the report. Indicate if you want to start at the beginning or in the middle, unless you're working from a saved list. You have the option of including the contributions. If the call list will have wide distribution, be careful about including contributions, which many people consider confidential information. Fund-Raiser's Assistant Manual Page 57 You also have the option of including the address. This is usually a good idea because the callers can verify the address when they speak to people. You have the option of including the notes and adjectives. If you include the adjectives, you will indicate if you want all adjectives or just those on a specific list(see preparing lists of adjectives in the UTILITIES section.) Turn on the printer and press the enter key when you are ready. NAMES AND PHONE NUMBERS ONLY This is a compact way to print a list of people and their phone numbers. It is useful if you are traveling or just need a no- frills list of people for calling. Type the selection criteria as you want it to appear on the report. Indicate if you want to start at the beginning or in the middle, unless you're working from a saved list. You can print everyone selected or limit your report to those selected people who have phone numbers. Turn on the printer ROLODEX You can print cards for your rolodex file. These include names, phone numbers, addresses, miscellaneous notes and birthdays and anniversaries. You will need to have continuous feed rolodex cards (available from many computer stores). Indicate if you want to start at the beginning or in the middle, unless you're working from a saved list. Enter the height and width of the rolodex card as well as how many blank lines you want at the bottom to increase readability. If you want blank cards at the end, indicate it. Also indicate if your printer is Epson compatible. Align the cards and turn on the printer. A test card will print and you will have the option of changing your parameters or adjusting your printer. CALENDAR LIST OF IMPORTANT DATES Fund-Raiser's Assistant Manual Page 58 The report prepares a list, in calendar year order, of each birthday and anniversary you have recorded using the family information option available when recording or editing information about people. Type the selection criteria as you want it to appear on the report. Indicate if you want to start at the beginning or in the middle, unless you're working from a saved list. Enter the calendar year for which you want the report and turn on your printer. Fund-Raiser's Assistant Manual Page 59 RESET ORDER This allows you to change the order in which reports are printed. You can specify up to four different characteristics to sort on. DIRECT MAIL This option lets you link "The Fund-Raiser's Assistant" to your direct mail efforts. You will see the DIRECT MAIL MENU: Finished Print Envelopes Print Mailing Labels Prepare files for Mail Merge ENVELOPES You can print envelopes and even include a return address. Specify which address you want to use. You can use the address (Home or Work) indicated in the person's information record, or you can force all mail to be sent to the home or to the office. Specify the size of the envelopes, where you want the address printed and if you want a return address. If you want a return address, type it in and specify where to place it. The Fund-Raiser's Assistant will print as many test envelopes as you need to get the alignment correct. You can use envelopes on a continuous form or feed them manually. Specify whether you want to start at the beginning of your selected people or somewhere in the middle. MAILING LABELS Specify which address you want to use. You can use the address (Home or Work) indicated in the person's information record, or you can force all mail to be sent to the home or to the office. You can include a message on labels to some or all the people. You can specify criteria for each message the same way as when generating reports. You can add up to 5 different messages based on 5 different selections. Indicate the height of the labels (6 lines per inch) and how many columns of them there are. Fund-Raiser's Assistant Manual Page 60 Indicate if the labels are on continuous form or separate sheets(e.g. laser labels). If they are on separate sheets, indicate how many lines are on each sheet, how many lines down to start printing, how and many rows of labels to print on each page. Indicate if the printing should be indented, and if so, by how many characters. Indicate how wide the labels are. If there is more than one column, indicate how much empty space there is between labels. You can print multiple labels per person. "The Fund-Raiser's Assistant" will print a sample label and give you the opportunity to change your parameters or realign the labels. Specify whether you want to start at the beginning of your selected people or somewhere in the middle. MAIL MERGE You can create computer files in either ASCII or dBase format which can be read by other programs, such as word processors. This is useful if you want to send out personalized invitations or other letters. Specify which address you want to use. You can use the address (Home or Work) indicated in the person's information record, or you can force all mail to be sent to the home or to the office. Select "dBase" or "ASCII text" as the type of file to create. Tell "The Fund-Raiser's Assistant" what to call the files and the maximum number of records in each file. This is because some other programs you may use might have a limit in the size of files they can accommodate. If there are more people selected than the maximum size of the mail merge file, multiple files will be created. The first file ends with "1", the second with "2", etc. You will also tell "The Fund-Raiser's Assistant" where on your hard disk to put the mail merge files. Indicate the drive and subdirectory. You can include a message to some or all the people. You can specify criteria for each message the same way as when generating reports. You can add up to 5 different messages based on 5 different selections. The message will be put in its own special field. Fund-Raiser's Assistant Manual Page 61 You can start at the beginning of your selections or continue in the middle. APPLY AN ADJECTIVE An Option on the Using Information about People Menu If you would like to mark everyone selected with a certain adjective, use this option. This is convenient if you have identified a group by using a complicated selection. By applying a new adjective to describe them, you can select them in the future by using a single criterion selection for the new adjective. Why do this instead of saving them to a list? If they are saved to a list, that information won't show up when we are examining the person. However, if an adjective is added, that adjective will appear. CHANGE THE ORDER An Option on the Using Information about People Menu Use this option if you want to change the order in which your reports are printed. INFORMATION ABOUT INDIVIDUAL PEOPLE An option on the Main Menu If you want to change, add or view information about people, select this option from the Main Menu. Enter the name of the person you are interested in. Make sure you type the first name and last name on the separate lines provided. You can leave out the first name(useful if the person might be listed under a nickname), or enter only part of the name(if you're not sure of the spelling). You can also look for people via their company name (if that option has been turned on in the maintenance menu). "The Fund-Raiser's Assistant" will show you the first person who matches the name that you entered. You will have the following options: "Use the person" lets you add or change information, "Find the next..." looks for the next person to match the names you entered, "Go back to the last..." lets you move back to the previous person who matched the name, "Delete" lets you delete the person, "Change phone numbers" lets you change the five phone numbers, Fund-Raiser's Assistant Manual Page 62 "Stop looking for..." returns you to the screen where you can enter a name. "Enter Comments" is a quick way to add a note "Add a..." adds a person of this name to the database USE THIS PERSON If you choose this option, you will see another menu: Save as is, Edit Home Address, Edit Business Address, Delete, See CONTRIBUTION HISTORY, Use ADJECTIVES to describe, How mail and mail merge is addressed, Edit PHONE numbers, OCCUPATION, Family information and Dates, Character user-defined fields Numeric user-defined fields Logical user-defined fields When they registered to vote, The Precinct, Their political party, Voting History, Enter or change the person's gender, Switch home and business information, Enter the COUNTRY NOTE: The choices "When they registered to vote", "The Precinct", "Their political party", and "Voting History" are only available if you have chosen to include the political option in the maintenance menu. EDIT HOME ADDRESS Spouse Name - If the spouse has the same last name, enter only the first name. If the last name is different, include both the first and last name. Send Mail - Enter "H" to have mail sent to the home address or "W" to send it to the work address. Street # - Enter the whole number part of the street address. Fraction - If there is a fractional part of the street address, e.g. 137 1/2 Main Street, enter the fraction here. There is a separate field for the fraction because some programs which generate walk lists or carrier route information need this information kept separately. Fund-Raiser's Assistant Manual Page 63 Prefix - If the street is North, South, East or West, enter the initial here. Street Name - Enter it without a prefix or avenue, street, way, etc. Type - Enter whether it is an avenue, blvd., street, pkwy, etc. Suffix - Some streets have suffixes such as NW, SE et al. Enter that information here. Apartment - Enter the apartment here. Second Street address - If there is a second line, such as a box number, enter it here. Third Street address - If there is a third line, enter it here. If there is no second or third address, all reports and direct mail options will compensate so there aren't blank lines. Home city, state and zip codes Home Phone, Work Phone and FAX Phone - enter the area code in the separate fields provided. Comments/Notes - Enter miscellaneous comments. You will not be able to find or select people based on the contents of this field. If this is a new person, you will also be asked to identify their gender and political party(if the political option is active) and suggested salutations and mailing names will be presented(for more information see the section on mailing addresses and mail merge below) EDIT BUSINESS ADDRESS Spouse Name - If the spouse has the same last name, enter only the first name. If the last name is different, include both the first and last name. Send Mail - Enter "H" to have mail sent to the home address or "W" to send it to the work address. Work Title - If you know the person's job, such as President, Vice President, Marketing Manager etc., enter it here. Company - Enter the person's company here. If you are sending information to the work address, the title and company will be included. Work Address Information should be entered the same way as Home Address Information - see above Fund-Raiser's Assistant Manual Page 64 DELETE A PERSON "Delete the person" if you want to remove them from your database. If you are using a deletion password, you will be asked for it. After confirming that you want them removed, their contribution history will be added to a single archival record for "deleted people". That way, all your reports will still be in financial balance. SEE CONTRIBUTION HISTORY "See Contribution History" to see how much the person has given and when. If they've given to more than one campaign, you'll see a list of each campaign to which they have contributed and the total given. You'll be given the chance to see the details for each campaign. This includes the individual amounts, dates and activities. You can also print out the detailed list. ADJECTIVES Adjectives let you describe the people in your database and recall them later. When you choose this option, you'll see all the adjective codes currently applied to this person. See the section in the maintenance routines on codes if you haven't already looked at it. To add a new adjective, just type in the code when prompted. If the code isn't there, you can add it, type in another one if this was an error, or browse through the dictionary to see if this meaning has been recorded under another code. To remove an adjective, just type in the code. "The Fund- Raiser's Assistant" assumes that if you type in an adjective that is already there, you want it removed. When you're finished, leave the space for the code blank. CHANGE MAIL AND MAIL MERGE ADDRESSES Mailing Names and Salutation - These are the way labels and envelopes will be addressed. The mailing names will appear in reports and mail merge files. "The Fund-Raiser's Assistant" suggests mailing names and salutations but you can modify them as you wish. This guarantees that everyone can be addressed exactly as they desire. EDIT PHONE NUMBERS Fund-Raiser's Assistant Manual Page 65 This is a quick way to see all the phone numbers and change them. Phone numbers also appear in the home and business address screens. Make sure to put the area codes in the separate fields provided. OCCUPATION Enter the code for the occupation(see the maintenance section for a description of codes and code dictionaries) Fund-Raiser's Assistant Manual Page 66 FAMILY INFORMATION AND DATES You can record birthdays and anniversaries as well as children's names and birthdays. Then you can print a yearly calendar listing all birthdays and anniversaries. (see the Calendar report in the reports section.) CHARACTER USER-DEFINED FIELDS If you have named any Character user-defined fields in the maintenance routines, you can enter values for them here. NUMERIC USER DEFINED FIELDS If you have named any numeric user-defined fields in the maintenance routines, you can enter values for them here. LOGICAL USER DEFINED FIELDS If you have named any logical user-defined fields in the maintenance routines, you can enter values for them here. DATE OF VOTER REGISTRATION If the political option has been turned on in the maintenance menu, use this to enter when the person registered to vote, if you know it. You can then select people for reports to get groups such as newly registered voters. PRECINCT If the political option has been turned on in the maintenance menu, use this to enter the political precinct. Fund-Raiser's Assistant Manual Page 67 POLITICAL PARTY If the political option has been turned on in the maintenance menu, use this to enter the political party. You will see a menu of the political parties. Select the appropriate one. VOTING HISTORY If the political option has been turned on in the maintenance menu and you have named any elections in the maintenance routines, you can enter indicate whether the person has voted in them. GENDER Indicate the gender, or the fact that it is a couple, here. You'll be able to select people for reports based on this information. SWITCH HOME AND BUSINESS INFORMATION Sometimes, you're not sure if you have a home or business address. If you accidentally enter a business address as a home address or vice versa, use this option to switch it. COUNTRY If the person lives in another country, enter it here. APPLY AN ADJECTIVE TO A GROUP OF PEOPLE An Option on the Main Menu This lets you add an adjective to a group of people that you identify one at a time. First, enter the adjective. If it doesn't already exist, you can add it. Then identify each person you want it added to by entering their first and last names or company name. If the person already has the adjective, you'll be told and given the opportunity to remove it. You can also change information about the people as you call them up. When you're finished, leave all the names blank. Fund-Raiser's Assistant Manual Page 68 ENTER PRECINCTS FOR PEOPLE If you are using the political option, this is a quick way to do precincting. Instead of entering each person's record and entering the precincts, there is a faster way. As soon as you identify the person, you are prompted for their precinct. You also have the opportunity to change any of their other information. CONTRIBUTION SUMMARY FOR FINANCIAL REPORTING If you are using the political option, this can help you with filing statements. For any campaign, you can generate a report of everyone who has contributed and the amounts of their contributions. You can specify an amount over which contributions must be itemized and under which they can be lumped together. LEAVING THE FUND-RAISER'S ASSISTANT Return to the MAIN MENU and choose option "0" to quit "The Fund-Raiser's Assistant". Do not turn off your computer without choosing this option and following it through. All entries you have made are automatically saved on your hard disk. You will have the opportunity to confirm or postpone all your deletions before they are made permanent. You will be reminded to make a backup of all your data (files ending in .dbt or .dbf). VERIFYING DELETIONS If you have deleted any people, you will see the DELETION VERIFICATION MENU with the following options: Some people are marked for deletion. Do you want to: Postpone any action until a later time Make the deletions permanent Restore the deletions POSTPONE ANY ACTION UNTIL A LATER TIME If you have a large number of people in "The Fund-Raiser's Assistant" it can take a long time to either make the deletions permanent or to restore them. Once people are marked for deletion they cannot be used or found by "The Fund-Raiser's Assistant" unless they are restored using option "3". Therefore, postponing action will not expose you to people you have already deleted. For this reason, you may want to accumulate a number of deletions before making them permanent. Fund-Raiser's Assistant Manual Page 69 The advantage of permanently deleting people is that the program will run faster and use less disk storage space. If you choose option "1" to postpone action, you will be presented with the DELETION VERIFICATION MENU every time you quit "The Fund-Raiser's Assistant" until you choose option "2" or "3". MAKE THE DELETIONS PERMANENT If you are certain that the people you marked for deletion should be removed permanently, choose this option. Please note that this may take some time if you have a large number of total people. RESTORE THE DELETIONS If some people were incorrectly marked for deletion, choose this option to bring them back. All people that were marked for deletion since the last time you made deletions permanent will be restored. Please note that this may take some time if you have a large number of total people. However, their contribution histories will not be restored and will continue to be listed under "deleted people". Fund-Raiser's Assistant Manual Page 70 A MESSAGE TO OUR USERS: We're very excited about the possibilities that computers hold for fund-raisers. Knowledge In Action Shareware Software is full-featured and low-priced and includes a free trial of unlimited duration. Shareware treats the customer with respect. The sales process is more intelligent because it isn't based on ads, packaging and the markup we give the retailer, but on the product. You use it and if it works for you, you buy it. Shareware trusts you, the consumer. If you get something of value and are satisfied, we believe you will be happy to pay a reasonable fee to keep us in business. If you're not satisfied, Shareware Authors don't want your money. Because we trust you, we can eliminate layers upon layers of overhead. This saves you money and eliminates hassles and headaches for us. Please reciprocate and support us so we can support you. Please copy these disks and pass them around. Never run the program from the floppy disk. We are dedicated to our users in and we want to hear from you. Tell us about your experiences and give us your suggestions! If you like these programs, please send $89 and become a registered user entitled to free information about updates and technical support. KNOWLEDGE IN ACTION P.O. Box 40226 Department D2 Pasadena, CA 91114-0226 (818)398-0513 Compuserve 71277,1063 Fund-Raiser's Assistant Manual Page 71 APPENDICES THE ADVANCED USER..............................................i OTHER PRODUCTS FROM KNOWLEDGE IN ACTION.......................ii WHAT'S NEW IN THIS VERSION...................................iii PLEASE.........................................................v REGISTRATION INVOICE.........................................vii Fund-Raiser's Assistant Manual Page 72 THE ADVANCED USER The Advanced User: 1) Does not have to press the {enter} key after making menu choices Appendix Page i OTHER PRODUCTS FROM KNOWLEDGE IN ACTION The Fund-Raiser's Assistant Import Utilities(due for release in the second quarter of 1993) - helps you add your current or future dBase format computer lists into the Fund-Raiser's Assistant. Appendix Page ii WHAT'S NEW IN THIS VERSION Thanks for all the suggestions about how to make "The Fund- Raiser's Assistant" more useful to you. We've added a lot more ways that will let you customize it to your needs and environment. If you're currently using "The Fund-Raiser's Assistant", here are some of the changes. REMEMBER, THESE ARE NOT ALL THE FEATURES, JUST THE NEW FEATURES! If you're not a current user, this won't make much sense because you don't understand its current features. The best way for you to get a feeling for the power of "The Fund- Raiser's Assistant" is to use it. Install the program and go through the tutorial. INCLUDE INFORMATION SPECIFIC TO YOUR NEEDS You can use information specific to YOUR situation by using user defined character, numeric and logical fields. Identify the information you want to track in the maintenance menu section and it will automatically appear when you are entering information about people or selecting people for reports and direct mail. ELIMINATE INFORMATION YOU WON'T BE USING If you won't be searching for people via their company name, you can eliminate that option. If you won't be recording or selecting people using political information, you can turn that option off. Of course, if you ever change your mind, you can go back and restore those option. (see the maintenance menu section). KEEP TRACK OF MORE POLITICAL INFORMATION The political option lets you record voting history, political party, date of voter registration and precinct. When selecting people for reports and direct mail, you can use this information for searching. (Turn this option on and off in the maintenance menu). Appendix Page iii KNOW MORE ABOUT PEOPLE You can keep a separate salutation and heading for mail sent to the work address, a FAX phone number, and gender. CUSTOMIZE THE REPORTS EACH TIME THEY'RE RUN Each time you run a report, it's for a slightly different purpose. The call list may be used to mobilize supporters for one issue one week and another issue the next. Perhaps you need contribution histories one time and not the next. Now, you have more control over what appears on reports and what doesn't. Eliminate the clutter so that the useful information stands out! TARGET PEOPLE WITH MORE PRECISION Now you can select people using even more criteria. The new ones include: How much they've given to individual clients, When they registered to vote, Numeric, logical and character user defined fields, Voting history, Gender, Date of birth, Political party, and If they have a phone number DATA ENTRY IS EASIER AND FASTER Recording contributions is easier and more flexible and now you can stop in the middle and continue later. Frequently updated information, such as phone numbers and precincts, is easier to get to. PLUS MORE...... Support for different printers (including label printing), including an automatic set up for the HP laserjet, Extra security to prevent unintentional deletions, Expanded list management features, and more self-diagnosis. Appendix Page iv PLEASE HELP US HELP YOU. The Fund-Raiser's Assistant is the direct result of your ideas and suggestions. Please let us know how we can make it better. We count on you for new features. If you're willing to try new versions as they are being developed, let us know. Send us your suggestions or call us. We want to hear from you. KNOWLEDGE IN ACTION P.O. Box 40226 Department D2 Pasadena, CA 91114-0226 (818)398-0513 Compuserve 71277,1063 Appendix Page v REGISTRATION FORM Print this out by moving to the "fundrais" subdirectory, typing "order" and pressing the enter key. Complete it and send it with your check for $89 to: KNOWLEDGE IN ACTION P.O. Box 40226 Department D2 Pasadena, CA 91114-0226 (818)398-0513 Compuserve 71277,1063 Appendix Page vi REGISTRATION INVOICE FOR THE FUND-RAISER'S ASSISTANT Enclosed is my $89 registration fee. (California residents, please add the applicable sales tax). D2 Name ______________________________________________________ Company ___________________________________________________ Street Address ____________________________________________ Street Address ____________________________________________ City, State & Zip _________________________________________ Phone(with area code) _____________________________________ How did you hear about "The Fund-Raiser's Assistant"? What work-related non-computer magazines do you read? Would you be interested in becoming a test site for future releases of "The Fund-Raiser's Assistant"? YES NO Send this form along with your payment to: KNOWLEDGE IN ACTION P.O. Box 40226 Department D2 Pasadena, CA 91114-0226 (818)398-0513 Compuserve 71277,1063 Appendix Page 7