Monster Media 1993 #2/Image.iso/business/attend.zip/READ.ME

Text File | 1993-06-23 | 21KB | 416 lines

                                    ATTEND
                                                                23 June 93

     Place the ATTEND distribution floppy in drive A or B, change to that
drive and type INSTALL.

     To start ATTEND change to the directory on the hard drive that contains
ATTEND and type 'attend'. The USERID will be 'admin'. If this is a DEMO
package no password will be required else the password will be 'password' (in
lower case). Once the MAIN MENU screen is up you may change your password by
selecting 'Set Installable Options' and choosing 'Change Your Password'.

     First the PERSONAL DATABASE must be built, the data required for this
will come from your congregation. ATTEND will print a form for your
congregation to complete by choosing 'Personal Data' from the MAIN MENU
screen, then pressing the ALT and F4 key simultaneously. The F1 is the HELP
key, press it now to see an example of what it holds. To exit the HELP press
any key. The ESC key will back up to the previous window. Generally the
function keys will be:
          F1 = Help
          F2 = Add data to a database
          F3 = Produce a report
          F4 = Delete a record
          F5 = Edit a record
          ESC = Exit this screen

     The DEMO package will only allow TITHE numbers 1 through 25 otherwise 1
through 999999 is allowed. This program requires you assign a number to each
family you wish to track. If you purchase TITHE envelopes that are pre-
numbered it will make this process much easier. You may also consider
allowing families to keep their assigned number from year to year to avoid
re-entering their PERSONAL DATA information each year. Selecting 'Personal
Data' then F3 then choosing 'Tithe Labels' will print labels in Tithe order
from your personal database that can be used to distribute the tithe
envelopes to the proper families.

     To enter data, select 'Personal Data' from the MAIN MENU screen, and
press F2. Families that attend on a regular to fairly regular basis and will
probably request a Tithe statement at years end should be assigned a number
from 1 and up. You might assign/re-assign families that leave the church or
only attend several times a year numbers from 100000 and up (however this is
not a requirement).

     Visit Area can be used for families living in the same geographic areas.

     Track Family will be covered under attendance.

     Last Name and one or both Male name and/or Female name must be entered
to open an entry in this database. If either the Male or Female name is
blank, a 'flag' will be placed beside the remaining name, on some reports, to
indicate gender ie. (m) & (f). If Single=Y and the Male name is not blank and
the Female name is blank his name will be 'flagged', on some reports, with
(ms). When the Male name is blank and the Female is not blank the report will
reflect (fs) beside her name. Non-blank in Male and Female assumes Married
even if Single=Y.




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     For Membership Status use 50 through 98 for anyone that is a member in
good standing in your church and you wish to be on the Voting Roster report.
Use 99 for a non-voting active church member. Numbers for 00 through 48 will
be for anyone that is not an active church member. Status 49 should be used
for deceased. Below is an example of some use for the statuses.

          46 - Inactive (doesn't attend any more and no forwarding address)
          47 - Deferred (on missions trip, tdy, person expected to return)
          48 - Transferred (attends another church)
          49 - Deceased
          50 - Active voting member in good standing
          99 - Active non-voting member in good standing


     Reports can be pulled based on a particular occupation so you should be
consistent in choosing occupations ie. 'Registered Nurse' and 'RN' would be
considered two different occupations. Press F3 when the cursor is in the
Occupation field to open a window with a list of occupations you have
previously entered, find the one you want using the cursor keys or press the
first letter of an occupation for fast search then press 'ENTER' to select
that occupation. Press F1 for help.

      The same window operation is also available by pressing F3 while in the
Membership Status field.

     Continue with the date-of-birth and date-joined the church. Reports may
be pulled based on age.

     Both address lines may be used if needed.

     When ATTEND is requested to print mailing labels it prints them in ZIP
code order. If the ZIP code field is blank no label will be printed. If, for
whatever reason, you don't wish to send a mailing to this Tithe number just
leave the ZIP code blank. To keep the ZIP code handy, place it in the remarks
field. The remarks field is for your convenience. Press 'Page-Down' or cursor
down past the last field to advance to the ministry window. If you press
'ESC' prior to opening the ministry window you ABORT the Personal Data
window and NONE of the changes made are saved.

     Enter up to nine different ministries for each name listed. Pressing F3
while this window is open will pull-down a list of all previously entered
ministries and its operation is the same as described above. F1 is for help.
'Page-Down' will exit this window bringing you to the children's window.

     If this family has children, record their information next. The Boy/Girl
field is for the gender 'flag' on certain reports. If the childs last name is
different from the parents, use this field to record their last name. Press
'Page-Down' to exit the children's window and save all changes made on the
parents, ministry and children's screens. Use F1 for help.

     You can page through the database in tithe number order or
alphabetically by using the F6 and F7 keys. If the sequence is in tithe order
you can fast seek by pressing F7 and entering the number or if in alphabetic
press F7 and entering the first three letters of their last name then using
the cursor keys to locate the correct person. The F6 key will toggle between
alphabetic and numerical order.


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                                  ATTENDANCE

Select ATTENDANCE from the MAIN MENU. Press F1 to view the help screen.
F2 will add a record to the database. Family member #1 will always refer to
the male and family member #2 will always refer to the female member of the
family. If either male or female names are blank you will not use that family
# in attendance for that Tithe number. The first child will be always be #3
and continue up from there. F5 will record all members of a particular family
as being in attendance. To be more precise as to the family members tracking
use F2, however this will require extra time in imputing the data plus a
larger report when the missing reports are generated. Try F2 now to see how
that function works. The windows are primed with data and if correct just
press ENTER to accept. The program is set up to produce an exception report
after any TRACKED FAMILY member (if the Track Family = Y from the Personal
Data screen) is missing for 3 weeks, 7 weeks or 11 weeks. After 11 weeks
you may consider setting their Track Family = N or you will continue getting
their exception reports. Setting the Track Family = N will place an '*' to
the right of their tithe number on the first screen of PERSONAL DATA. As
reports are being printed the program will set a flag so labels can be
printed for the missing families. The labels should be printed immediately
after the exception reports print (printing the label will reset this flag).
To print these labels select 'Personal Data' from the MAIN MENU and press
F10. Select only 99+1 Labels (see Matthew 18:12).

      Generally the attendance data is not required after several months and
can be removed by selecting 'Perform Database Maintenance' from the MAIN MENU
and choosing 'Delete Old Attendance Records' (you may want to 'Count
Attendance' prior to releasing the attendance history by pressing F8 within
the 'Attendance' selection). This will flag any records that are 180 days old
and over for deletion. This process will run for several minutes depending on
the amount of data and the speed of your PC (your hard drive light will flash
occasionally to indicate the program is working so DO NOT boot your PC during
this process.) Then select Auto Pack All Databases to actually remove the
records that have been flagged for deletion (DO NOT boot your PC during this
process either.)

                                     TITHE

     The program's database is set to track nine different contribution
categories. The printed statements will list the first four categories in
their own column plus column five will be a total of categories five through
nine. The names for these categories must be set by you. Select, from the
MAIN MENU, 'Set Installable Options' and choose 'Set Tithe Categories'. The
screen you see is the same screen used to record contributions. The following
is an example you may wish to follow:
     Category 1 = Tithe
     Category 2 = Missions
     Category 3 = Benevol (for benevolence, only 10 char are allowed)
     Category 4 = Building
     Category 5 = Musical
     Category 6 = Children
     Category 7 = Special 1
     Category 8 = Radio
     category 9 = Special 2




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     The name selection is ONLY to identify the columns. If you set
category#1  = Tithe and Category#4 = Building and later decide to swap the
two names only the names will move the data you entered earlier for
Tithe(category#1) will still be in the same column, however the column will
now reflect the new name. Select a name for the nine categories now.

     From the MAIN MENU select 'Tithe' and enter several entries for several
of the families you entered during the Personal Data phase. If the input for
a category is over $250.00 the program will beep and open a window indicating
some field was over this threshold. This is only for your information, if the
data is correct just continue, if it is a mistake simply correct the entry
and continue.

     F3 will print the statements for all or only one tithe #. The SYNC error
is to indicate the TITHE database has a Tithe number that is NOT in the NAMES
or ADDRESS database. You should not enter Tithe data for a tithe # that has
no address or name.

     The Count Only will give you a tally of your database. The speed of your
PC and the amount of data determine the run time. If you set the start Tithe
# and the end Tithe to the same it will allow you to print that one statement
or just its totals.

                  BEGINNING A NEW YEAR AND THE TITHE DATABASE

     When ATTEND is started some of the files that are opened are the NAMES,
ADDRESS and the TITHE databases. The TITHE database is actually named
"MASTER__" with the last two character positions (__) being the current year
which is provided by the PC clock. If the "MASTER__" database doesn't exist,
one is created. ATTEND can only open one "MASTER__" database at any one time.
If the "MASTER__" database that is open is not the one you wish to update,
select TITHE & OFFERINGS from the MAIN MENU and press F10 to open a different
TITHE database.
     During January when entering data for the previous year, verify you have
the correct "MASTER__" database open (the TITHE database is the only database
that is sensitive to the year). During this period and until the statements
have been printed and the previous year has been closed, special attention
must be paid when changing a family's tithe number.
     When a family's tithe number is changed (in the PERSONAL DATA section
and pressing F5 and entering a new number for their tithe #) all open
databases will automatically be changed. Because only one "MASTER__" can be
open at any one time, that open "MASTER__" is the only TITHE database that
has it's tithe number changed. If you wait until the old year is complete and
closed to effect tithe # changes, there will be no problem. You may add any
new families to either "MASTER__" without any problems also. If you change
family "A"'s tithe number in the old "MASTER__" and have not entered any
tithe data for family "A" into the new "MASTER__", this too causes no
problem. If it becomes necessary to change a families tithe number after you
have entered date into the new "MASTER__" for that family, open the old
"MASTER__" then through the PERSONAL DATA of the MAIN MENU, change that
family number, then go to the TITHE & OFFERING of the MAIN MENU, open the new
"MASTER__" (by pressing F10), then press ALT-F1, this will allow you to move
all entries from one tithe number to another number. The ALT-F1 will only
make changes to the open "MASTER__".




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     Once you have closed the previous year it is now time to archive the
databases for your records. Save to a formatted floppy (because some of the
databases may be larger than a 360KB diskette you may require a 1.2MB or
1.44MB floppy). There is no need to save the index files (all files that end
with the extent ".NTX", these files will be built when ATTEND starts, if they
do not exist). Save the database files (files that have an extent of ".DBF").
Save the ATTEND.CFG (the ATTEND config file). Save the ATTEND.EXE (the ATTEND
program).
     Should it become necessary sometime in the future to refer back to this
old year you could copy the files from the archive disk to a 'DIFFERENT
DIRECTORY' (or a 'DIFFERENT PC', if the FILES statement in its CONFIG.SYS
file is set to FILES=44 or greater) then start ATTEND there. The index files
will be rebuilt, once the system is up you will only need to open the old
"MASTER__" as described above. DO NOT COPY THE OLD FILES OVER YOUR CURRENT
SYSTEM, this will ruin your day! You may consider backing up your current
system prior to the reload of an old database (see disk management). If you
use the DOS command 'BACKUP/RESTORE' you must be advised of its constraints
(you may only restore to the same directory the backup was performed on).


                               THE HISTORY FILE
                 (an option in the TITHE & OFFERING section)

     With the "GRAND TOTAL" = Y and "FROM/THROUGH" = N an individual sum of
the nine categories plus a total of all the nine categories of the entire
database will be made and output to the screen followed by an option to print
the totals. Anytime "GRAND TOTAL" = Y the "TITHE NUMBER RANGE" will be forced
to 0 through 999999 to insure all entries are summed. The run time depends on
the amount of data and the speed of your PC. Because "FROM/THROUGH" was set
to N and "GRAND TOTAL" = Y you will be given the option to save the totals of
the nine individual categories plus the combined total of all nine categories
into a "HISTORY FILE". The "HISTORY FILE" can be used to speed up the "GRAND
TOTAL" process for all subsequent runs. Consider this scenario: The day is
Monday February the 3rd @ 3:20 pm and all tithe information for 1 JAN through
2 FEB have been entered. Options selected of "GRAND TOTAL" = Y and
"FROM/THROUGH" = N, no history file exist. The "GRAND TOTAL" process is
started and the totals are written to the screen and a printed report is
chosen. An option is now available to "SAVE DATA TO A HISTORY FILE" with a
date of 3 FEB and a time stamp of 15:20. This option is selected by
responding with a Y. The "HISTORY FILE" now holds the date/time stamp of 3
FEB and 15:20, the nine individual category totals plus a total of all nine
categories. On Monday February 10th the contributions are entered and the
"GRAND TOTAL" is selected as before. This time the "FROM/THROUGH" is set to
Y with the dates being 4 FEB through 10 FEB. We chose a "FROM" date of 4 FEB
because we know the "HISTORY FILE" holds data from 1 JAN through 3 FEB. To
use the "HISTORY FILE" correctly the "FROM" date must be after the "HISTORY
FILE" was written, the program will allow date overlap if the operator
chooses. For this example we are saying the only data that was added to the
tithe database was from Tuesday FEB 4 through Sunday FEB 9. Because "GRAND
TOTAL" = Y and "FROM/THROUGH" = Y an option to use the "HISTORY FILE" is
given. The "HISTORY FILE" has a date/time stamp of 3 FEB and the time we
saved the file last week (15:20). We choose Y for the "HISTORY FILE" to be
added in. The "HISTORY FILE" totals are added to the nine individual
categories and the process is started. The "HISTORY FILE" is only used to
speed up the "GRAND TOTAL" process. When this is completed you are given the
same options to print a report. The screen now advises you that a "HISTORY
FILE" was used (with it's date/time stamp) and what the "FROM/THROUGH" dates
were. It is up to the user to verify that date overlaps do not occur.
                                    PAGE  5
Be advised that if, on 10 FEB, data was added or changed to the tithe
database for a date prior to 3 FEB the "HISTORY FILE" would NOT be aware of
those changes and it would be necessary to re-validate the "HISTORY FILE"
prior to it's use. To re-validate a "HISTORY FILE" select "GRAND TOTAL" = Y
and "FROM/THROUGH" = N.
     You may wish to save a "HISTORY FILE" each month, quarter or every 6
months depending on the run time of "GRAND TOTAL". A "HISTORY FILE" must be
re-validated any time data is added/changed to a tithe record prior to the
date of the "HISTORY FILE".
     The name of the "HISTORY FILE" is ATTEND.CFG and is overwritten each
time you save a "HISTORY FILE". File ATTEND.CFG is also used for the category
names and should not be erased.
     ATTEND will allow the "ADMIN" userid to save a "HISTORY FILE" when
"GRAND TOTAL" = Y and "FROM/THROUGH" = Y. This option is intended to re-
validate a "HISTORY FILE" and keep the same date on a history file (it may
not be possible to keep the same time however). Example, The "HISTORY FILE"
was saved on 31 MARCH @ 14:35 and contains data from 1 JAN through 31 MAR. On
APRIL the 14th it is necessary to change one or more of the contribution
entries for MARCH 15th. Changing these entries will invalidate the "HISTORY
FILE" dated MARCH 31 @ 14:35. Our intent is to have a "HISTORY FILE" for JAN,
FEB and MAR that has a date (for identification reasons) of 31 MARCH. If the
"HISTORY FILE" is re-validated today (14 APRIL) it will contain data from 1
JAN through 14 APRIL. The userid of ADMIN can re-validate the "HISTORY FILE"
using the "FROM/THROUGH" = Y and a date of 1 JAN through 31 MARCH. Because
the userid is ADMIN and the "THROUGH" date is 31 MARCH, 31 MARCH will be used
as the date stamp (or whatever "THROUGH" date is chosen in this special ADMIN
run). Only data from dates 1 JAN through 31 MARCH (because the "FROM/THROUGH"
were 1 JAN through 31 MARCH were chosen) will be saved in the "HISTORY FILE".
     No other userid is allowed to save a "HISTORY FILE" if "GRAND TOTAL" =
Y and "FROM/THROUGH" = Y. The save option will not be given in that case.
     The "HISTORY FILE" will only come into play if you select "GRAND TOTAL"
= Y. You may select "GRAND TOTAL" = Y and "FROM/THROUGH" = Y and respond NO
to the "HISTORY FILE" to check the totals for the past month or the last
week.
     If you use a "HISTORY FILE" with "FROM/THROUGH" = Y and choose an
overlapping date the totals may not be correct.






















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                                DISK MANAGEMENT

     When your hard drive reaches 90% full you must seriously consider and
make plans to increase your space or remove un-used programs from your PC.

     Backup your hard drive on a regular basis. Central Point Software has a
very good backup system either from their PC-TOOLS or their Central Point
BACKUP will work well. You may use the DOS command 'BACKUP' to backup your
entire hard disk or just one file. Below will be the command necessary to
backup all files in directory "ATTEND" on drive "D" to floppy drive "B":

          CD \
          BACKUP D:\ATTEND\*.* B:

     To restore all files on floppy drive "B:", that was produced from the
above backup, to hard drive "D:" (depending on your operating system's
release, the restore may only restore to the SAME directory the backup was
performed on) input the following:

          CD \
          RESTORE B: D:

     If you backup each week have two backup sets, one RED and one BLUE,
using the RED one week and the BLUE the next week so your oldest backup will
never be more than two weeks old. After about six months replace the used
floppies with a new freshly formatted disk.
































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