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ShareWare OnLine Volume 2 (CMS Software)(1993).iso
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TUTORIAL.DOC
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1993-01-29
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THIS IS THE FILE TUTORIAL.DOC
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 TUTORIAL Page 1
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
Fund-Raiser's Assistant TUTORIAL Page 2
the instructions in the manual above.
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 TUTORIAL Page 3
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 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
Fund-Raiser's Assistant TUTORIAL Page 4
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
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
Fund-Raiser's Assistant TUTORIAL Page 5
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.
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
Fund-Raiser's Assistant TUTORIAL Page 6
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.
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.
Fund-Raiser's Assistant TUTORIAL Page 7
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.
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
Fund-Raiser's Assistant TUTORIAL Page 8
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:
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.
Fund-Raiser's Assistant TUTORIAL Page 9
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.
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.
Fund-Raiser's Assistant TUTORIAL Page 10
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.
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.
Fund-Raiser's Assistant TUTORIAL Page 11
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.
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.
Fund-Raiser's Assistant TUTORIAL Page 12
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 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".
Fund-Raiser's Assistant TUTORIAL Page 13
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 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
Fund-Raiser's Assistant TUTORIAL Page 14
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.
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
Fund-Raiser's Assistant TUTORIAL Page 15
$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.
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.
Fund-Raiser's Assistant TUTORIAL Page 16
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
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
Fund-Raiser's Assistant TUTORIAL Page 17
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.
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
Fund-Raiser's Assistant TUTORIAL Page 18
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.
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.
Fund-Raiser's Assistant TUTORIAL Page 19
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.
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
Fund-Raiser's Assistant TUTORIAL Page 20
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 TUTORIAL Page 21
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 TUTORIAL Page 22