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Section 3: MPROFILE Main Features
A. MPROFILE Main Features
Information about members can be received via a standard membership
information form which each local church creates for themself and asks
church members/attenders to fill out [note that church "membership" is
a general term for both members and attenders in this manual. Real
member status is marked in the MEMBSTATUS field]. A sample information
form is shown in Figure 3A-1 (Appendix 3A). Addition and deletion of
names can later be monitored by class attendance check lists/reports,
and by change requests called in to the church office.
A.2. MPROFILE Start-up Sequence
The following is the sequence for starting up MPROFILE -
1. Turn on the computer and start the operating system (this usually
occurs automatically). The last line on the display screen should
show "A>".
2. Insert the copy diskette of the MPROFILE program into the desired
disk location, then call that disk. For example, place the MPROFILE
program diskette into the B disk drive and enter "B:". You may want
to copy the operating system onto the MPROFILE diskette (the copy
that you made from the original that you received). Then the
computer start-up process will always place you at the MPROFILE
program disk, when it is complete with its start-up.
3. Place a newly-formatted diskette into the alternate disk drive.
If using a "hard disk", this may be just a matter of remembering
which letter designator is used as the hard disk. THere is a sample
MEMBERS data file on the MPROFILE disk which may be used at first.
The original data disk letter is "A" inside the MPROFILE programs.
If you have a CP/M system, press CTRL-C to reset the disk drives.
4. Enter: DBASE
Response: "Enter today's date . . . (MM/DD/YY):___ (CP/M only)
Enter: (The date today, in the sequence: month, day, year)
Response: . (This is the dBASE prompt)
Enter: DO MPROFILE.CMD (for CP/M, just say "DO MPROFILE")
Response: (The MPROFILE Main Menu appears)
Enter: 1
Response: (The MPROFILE Update menu)
Enter: A (for adding new name records)
C (for editing (changing) existing name records
Q (for returning back to the MPROFILE main menu
(Back at the main menu ...)
Enter: 2 (for making reports of all church members or
families; includes attendance processing)
3 (for making reports of specific Small Churches
(Sunday School classes))
4 (Special Activities reports)
5 (Interests/Abilities reports)
6 (for creating special files or reports of any
user-selected group of people)
7 (pastoral calling)
8 (for changing the MDIRFILE parameters, starting a
new MEMBERS file, or other set-up/fix-up)
Q (Terminate (quit) the MPROFILE program)
Page 3-2-1
Section 3: MPROFILE - A.3. Monthly Update Processes
A.3. MPROFILE Monthly Update Processes
The following is a sample sequence of process that a church might
decide it wants for performing MEMBERS updating and report printing -
1. Go to the MPROFILE program disk and verify the MPROFILE program
modules are present (see Appendix 3-C). Verify that the MEMBERS.DBF
and MEMBERS.NDX files are on the designated data disk. Retrieve them
if they are not.
2. Enter the MPROFILE main menu; then enter "1" for Membership
Update". The screen will show the UPDATE menu (see Figure 3-1A).
3. Enter Adds, Deletes, and Changes of individuals into the MEMBERS
file.
4. Generate the secondary files FCMEMBRS, MSCROST, MACTIVTY, and
MSKILLS, as required for the reports that you desire.
5. Make a back-up copy of the MEMBERS.DBF file on a free diskette.
6. Generate a standard set of reports for the month.
7. Generate any special requests for membership reports
8. Perform CONTRIBUTIONS entries and generate the office report of
contributions. Make individual statements this month depending on
church policy for frequency of statements.
Page 3-2-2
Section 3: MPROFILE - A.4. Basic MEMBERS File Description
A-4 Basic MEMBERS File Description
The following is the data names of the MEMBERS file, the number of
characters in the fields, and what the fields are for. Section 3-E
more fully explains each field.
LAST:NAME (15) person's last name
FIRST:NAME (14) person's first name
FAMILYCODE ( 9) characters 1 - 7 are unique for each family
[8] - determines adult/child and sex; [9]-"M"arried
HOME:PHONE ( 9) household's phone
ADDRESS (25) household address
CITY:STATE (20) household city and state; state is 2 characters
ZIP ( 6) zip code
ZONE ( 4) for 9-character zip; or for church's district codes
BIRTHDATE (12) (MM/DD/YY) birthdate plus year of high school
graduation; example - 12/13/61-79
SPEC:DATES (18) (MM/DD/YY) of baptism or confirmation, followed
by (MM/DD/YY) of wedding anniversary, if married
MEMBSTATUS (10) church member status -
column 1 = "Y" signifies an official church member
col 2 = '*' signifies an inactive person
col 3-6 are open to be defined by the local church
col 7-10 are reserved for attendance statuses
OFFERINGEN ( 5) offering envelope number
WORK:PHONE ( 9) person's work number, if given
SS:SC:MEMB ( 5) a 3-character code for the Small Church (Sunday
School) class name; the fifth character = '*'
when the person is inactive from the Small Church
TEACH:SSSC ( 5) a 3-character code for Small Church teachers
SP:ACTIVTY (20) a sequence of 3-character codes for special
activities, separated by a single comma (,)
or quote ("). Comma means a regular participant;
quote means someone who teaches or leads the
activity. Example: ACH"ELD, Adult Choir leader
plus elder; the last comma is required)
There can be five activities at most by one person
SKILLS (30) 2-character interests/abilities codes, followed
by a comma or quote - trailing comma required
Example: NC"DR, Neighborhood calling coordinator,
plus interested in driving the church bus
SKILLS plus SP:ACTIVTY codes have 20-character
names defined by the local church and placed
in the MDIRFILE, from the SET UP menu, item 5.
OTHER (24) 3-character OTHER code, followed by another 3-char
specific code. Example: SCH=002,BSG=311 Goes
to the SCHool having the code "002" (in MDIRFILE)
plus is in Bible Study Group (BSG) 311. This
information is reported only in a two-line report.
COMMENTS (20) any text information that can't be classified
SSSCATTD (59) (reserved for attendance or survey marking)
CALLING (8) Date of last pastoral call (YY/MM/DD)
DATES (10) month and year first-entered; month and year of
last address or phone change; date of last pastoral
call - all fields are filled by special processes
Page 3-2-3
Section 3: TUTORIAL - MPROFILE Update Process
B. TUTORIAL - MPROFILE Update Process
This is the user-friendly and fast way to learn MPROFILE. The
instructions that follow lead you through the basic steps of the
MPROFILE program. You will gain a good general idea of the processes
that you can perform. The requirements for starting this Tutorial are
that you have read and understand both of the following paragraphs:
1) General DBASE, CPROFILE Operational Rules (paragraph 2-F)
2) MPROFILE overview (Paragraph 3-A),
Paragraph 3-A.4 gives a quick description of the MEMBERS file fields.
After you have completed the Tutorial, you will be able to understand
further data and report details better.
The MPROFILE Tutorial has two sections - MEMBERS Updating, and MPROFILE
Reports. This is the MEMBERS Updating section. It uses the sample
MEMBERS data file that came with the program, using the made-up names
and member information in each record. This file starts with 102 people
in it. When you have made "Adds" to it, it will of course have more
than that. The reports that you will make assume that you are using a
copy of the original file. If you have made "Adds", then the reports
will have extra names; "Deletes" will cause fewer names in the
reports.
1. MPROFILE start-up -
All processes in this manual assume you have started up your computer
as described in paragraph 2-C. You will have "A>" (or something
similar) as the last line on the screen, which is the Operating System
prompt. Then enter the following sequence -
Enter: DBASE Always press the RETURN key to
complete MPROFILE commands
Response: (DBASE program information is displayed.
The last displayed line starts with a period,
followed by the cursor (a blinking character block
or underscore).
Enter: DO MPROFILE.CMD This starts the MPROFILE program.
This command can be shortened to
"DO MPROFILE" for CP/M computers.
Response: (The program pauses a few seconds, displaying the
message "Now loading the MPROFILE program", then
the MPROFILE Main Menu is displayed - Figure 3-1)
2. MPROFILE, Update -
Enter: 1
Response: (The MEMBERS Update Menu is displayed after a short
pause. See Figure 3-1A.)
Page 3-2-4
Section 3: TUTORIAL - MPROFILE Update Process
3. Adding two new names -
Enter: A (Add)
Response: Adding a new person to MEMBERS file.
Enter a person's place in family:
[H]ead of household, [M]ember-of-family, [S]ingle person
followed by sex designator - 1=Man, 2=Woman, 3=Boy, 4=Girl
Examples: h1 = Man, head-of-household
m4 = Girl, member of preceeding family
Enter 2-character code: __
Enter: h1
Response: LAST NAME:__________
Enter: Donaldson
Response: FIRST NAME:_________
Enter: Bob
Response: HOME PHONE:_________
Enter: 844-2211
Response: OK?____
Enter: y This can be a capital or small "Y".
Most of MPROFILE operator commands can
be either upper or lower case. If you
enter anything but "y", the program asks
you to enter the name and phone again,
in case you made a mistake.
Response: The computer churns for a few seconds,
then the screen clears, and the
Update-ADD screen is displayed in SCREEN
EDIT mode, see below. The cursor is on
the first character of the newly-created
FAMILYCODE.
Enter: <RETURN> This skips over the value in the FAMILY
<RETURN> CODE, going to the LAST NAME. Press
<RETURN> <RETURN> three times to skip over the
LAST and FIRST NAMEs.
You are now over the address field.
Enter: Fill in all fields with the information
about this person. Press <RETURN> to
skip to the next field when you have
completed all characters in the current
one. See the cursor positioning commands
description in paragraph 2-F for how to
correct mistakes or move around on the
screen. Press <ctrl-W>, when finished.
Going past the last field exits SCREEN-
EDIT mode, the same as pressing <ctrl-W>
Page 3-2-5
Section 3: TUTORIAL - MPROFILE Update Process
The following field names are shown, followed by the values you
are to enter -
MPROFILE Adding Record 103
This person designated the following FAMILYCODE unless changed:DONB0011M
LAST NAME :Donaldson : FIRST NAME :Bob :
ADDRESS :1234 Pleasant Dr. :
CITY,STATE :Thriving City, MN : ZIP CODE :54321 :
HOME PHONE :844-2211 : WORK PHONE :866-2468 :
BIRTHDATE :12/14/54- : MEMBSTATUS :Y H :
SPEC.DATES : 4/24/67, 8/14/82 : OFFERINGEN : 84:
SS/SC/MEMB :C28 : TEACH-SSSC :JRH :
SP/ACTIVTY :USH, : COMMENTS :Can start Boy's Club:
OTHER-ACTV :BSG=004, :
INT/ABIL :GA,NC" : DATES :1084,1084
Press ctrl-W when editing is complete.
You have entered basic personal information plus the following
church information -
1. SPEC.DATES - Date of baptism/confirmation is
April 24, 1967
- Date of wedding anniversary is
August 14, 1982
2. MEMBSTATUS - "Y"es, he is an official member;
"H"andicapped
3. Offering envelope number 84. This will be tied to
the MCONTRIB section of CFINANCE.
4. SS/SC/MEMB (Small Church) - C28 (Church 28)
5. TEACH SSSC - JRH (Jr. High School)
6. SP/ACTIVTY - USH (Usher)
7. COMMENTS - has expressed special interest in seeing
a Boy's Club started.
8. OTHER-ACTV - BSG (Bible Study Group) number 4. (You
need to later enter BSG as an OTHER category name,
plus "004" as a particular group under BSG, both in
the MDIRFILE, during SET UP.
9. INT/ABIL - "GA", for grounds attendant; "NC", for
neighborhood canvassing. These also go in MDIRFILE.
10. DATES - (These dates are automatically filled in.
They are for the month and year this record was
entered and the month and year of the latest address
or phone change. The rest of the date field is
filled in by the Pastoral Calling section, if used.
MEMBERS Update-ADD OPTION: The SET UP parameters allow the
optional ZONE field to be used as either an area zone, as decided
by the church, or as the last part of a 9-digit ZIP code.
Just say "Yes" to the "Zoning?" parameter on the Names Directory
Changing screen during SET UP. Then the zone field will appear
on the screen, above (and on the Update-EDIT screen).
If the "9-digit ZIP" parameter is set, then this ZONE field is
printed on the mailing labels next to the regular ZIP.
Page 3-2-6
Section 3: TUTORIAL - MPROFILE Update Process
After you either have passed the last field or pressed ctrl-W, the
computer returns you to the most recent operation previous to this
SCREEN-EDIT function. That was to add a new person. You are asked
to add another by entering another family position code. You will
now enter the wife, as follows -
Enter: m2 (Member of the family, "2" is for a woman)
Response: FIRST NAME: ___________
Enter: Barb (Wife's name is Barb. The program
remembers the last name and home phone
from the husband)
Response: OK?
Enter: Y
Response: (The SCREEN-EDIT mode is entered as before,
with the wife's name in place of the
husband. The address and phone are already
entered.
Enter: (Enter the following data for the wife.
This excludes the household data, although
you can change any of it, if needed.
WORK PHONE : :
BIRTHDATE :04/22/57- : SPEC.DATES : 4/29/71,08/14/82 :
MEMBSTATUS :Y : OFFERINGEN : 84:
SS/SC MEMB :C28 : TEACH-SSSC :PR1 :
SP/ACTIVTY :WOM" : COMMENTS : :
OTHER-ACTY :BSG=004, :
INT/ABIL :CO, : DATES :1084,1084
Press ctrl-W when editing is complete.
Note the following about what was entered -
1. The second SPEC.DATE matches the husband's - it is their
wedding anniversary. The program will really only use the
husband's (from the FCMEMBRS file - families).
2. The offering envelope numbers match. This will result in the
contributions statement in CFINANCE to print both first names.
3. The Small Church name is "C28", also the same as the husband's.
4. Barb teaches "PR1" - Primary 1 Sunday School grades.
5. She is involved in the "WOM", or Women's ministry
6. She is in the "004" Bible Study Group with her husband.
7. She has expressed interest in "CO" (counseling)
Entering the children's names would be similar to this past entry.
Just enter "m3" or "m4" for each one, then the computer will keep
them in the same family. When completed, enter "Q" for the family
position code, which stands for "quit". The computer exits the entry
process, returning to the Update menu. Then enter "Q" again to exit
back to the MPROFILE main menu. This last "Quit" is required in order
to "close" the MEMBERS file, saving the last record.
Page 3-2-7
Section 3: TUTORIAL - MPROFILE Update Process
4. Changing a member information record.
The computer now has the MEMBERS Update Menu displayed, again. Let's
go change the address of a previously-entered name, plus add an
activity name that this person has just joined. The person will be
Robert Williams, as found in the original data of the sample MEMBERS
file.
Starting point - You are to be at the MEMBERS Update menu
Enter: C Change
Response: Editing a person's record on MEMBERS file
Enter LAST NAME (3 characters) and FIRST NAME (2 characters)
Name Code :_____
Enter: wilro Short for Robert Williams
Response: Matching Wil..., Ro...
Name: Robert Williams Phone: 865-7654
Is this the right name and phone? [Y/N]: __
Enter: Y If there was a 5-character match that
wasn't Robert Williams, you could enter
"N" and have the computer search for the
next match.
Response: The computer gives the Update-ADD screen
in SCREEN-EDIT mode.
Enter: Press <RETURN> until you reach the
ADDRESS field, then enter:
8415 Garfield Ave S.
Press <RETURN> again until you reach the
SP/ACTIVTY field. Press <ctrl-D> which
skips over the early characters. Then
enter the new activity code "ACH," for
Adult Choir. Press <ctrl-W> to complete
the record update.
Response: Name code : The program wants another 5-character
name abbreviation for editing.
Enter: "Q" You want to exit this area of Update.
Response: (The MEMBERS Update menu is displayed)
Enter: "Q" Quit the MEMBERS Update routines.
Response: (The program takes a few seconds to CLOSE the MEMBERS
file and return to the MPROFILE Main Menu. This must
be completed before the last record is permamently
saved on the MEMBERS disk file. You may turn the
computer off only after having returned back to the
main menu.)
Page 3-2-8
Section 3: TUTORIAL - MPROFILE Report Generation
C. Tutorial - MPROFILE Report Generation
Reports are simple to have printed by MPROFILE. All you do is enter the
general report area, as specified on the Main Menu, then select a
specific report type (format) from the secondary menu that appears. The
computer asks one or two questions about your selection, then begins the
print-out. The printer, of course, must first be turned on and be on-
line to the computer. The following describes how to have the computer
print two reports. One is the standard report of everyone in the church,
and the second is for mailing labels for everyone that is in the choir.
1. Make Full-Information Report
Starting point - You are to be at the MPROFILE Main Menu
Enter: 2 Full church processing
Response: (The Full Church Processing secondary menu is displayed)
Enter: 1 This is the selection for the Full-
Information [FI] report of everyone
in the church
Response: Generating Full Information Report August 14, 1984
The computer immediately starts to print
this report, but only if the printer is
on and enabled to the computer. The
program just hangs silently if it cannot
print the report. Reports assume that
you have just pressed page-eject so that
the printer is at the top of a new page.
Report is complete. Press <retn>.
Enter: <RETURN> This returns the program back to the
Full Church Processing menu.
Enter: "Q" This returns the program back to the
MPROFILE main menu.
Response: (The MPROFILE main menu is displayed.)
Page 3-2-9
Section 3: TUTORIAL - MPROFILE Report Generation
2. Make mailing labels of all choir members
Starting point - The MPROFILE Main Menu
Enter: 4 This is for Special Activities
Response: (The Special Activities Reports menu is displayed.
see Figure 3-G.1)
Enter: 7 Mailing Labels selection
Response:
Does the MACTIVTY file have the latest MEMBERS file changes?
Enter: N You have not made the MACTIVTY file, yet
If you had, but it was not up-to-date,
you would also enter "N" (no). If you
enter "q", the computer will exit the
process completely, returning to the
MPROFILE main menu.
Response:
Activities File Generation Process
. . . This is the MPROFILE process of generating
a secondary file - MACTIVTY. The program
"module" used is MGSAROST. It reads the
MEMBERS file and writes a separate record
into the new MACTIVTY of each activity of
each person. Any activity names that it
can't find in the Names Directory file it
prints on the printer. On completion, it
returns to its previous place in the
MPROFILE menus; in this case, that means it
starts the print-out routine that was
initially requested.
MACTIVTY file is complete.
Enter Special Activity code :___
Enter: ACH For Adult Choir.
Response:
MAILING LABELS: 66 LINES/PAGE; SPACING = 6; 1ST COLUMN = 1; 2ND = 40
(A mailing labels formated print-out is made on the printer
The operator is to learn how these labels print, somewhat
by trial-and-error, in order to get the printing to land in
proper place on the labels. The Names Directory can be
changed to print the labels with different spacing. Blocking
out the "2nd =" parameter causes the labels to be printed in
1 column only.
On completion, the program displays the message -
Report is complete. Press <RETURN>
Do so.
Page 3-2-10
Section 3: MPROFILE Start Up
B3. Initial MEMBERS File Start Up Procedure
After you are comfortable with the basic operations of MPROFILE, having
gone through the Tutorials, you will want to clear the MEMBERS and Names
Directory files, and start from scratch. This section explains how to
do this. It really is quite simple. Just perform the three processes
described below, from the MPROFILE menus.
B3a. Program Start-up -
You must first have copied your original diskette to a working diskette,
or to your hard disk if you have one. Then put the diskette away in a
safe place to be used only for emergencies. Note that if you run from a
floppy disk, you need to enable writing to the program diskette. So do
NOT put the write tab on either the program diskette, or your data
diskette. Get a fresh diskette for using as your data diskette. That
means it should be formatted but should not contain any files on it. The
MEMBERS file will be created on it by the following startup processes.
Place the diskette into the secondary drive that you decide to use for
data. This is usually the "B" drive for two-floppy-drive computers.
Next, start up DBASE and MPROFILE, as described in paragraph 3-A.2. You
will end with the MPROFILE main menu displayed on your screen.
Note the following special parameter function. If, from the Main Menu,
right where you are to enter the menu selection, you enter "DISK=B"
where "B" is any valid disk, the program will quickly revert to the
alternate disk that you specified. This shortens the time required for
you to adjust to a different disk. It is operating on the same parameter
as is in the Names Directory for "Disk Drive".
B3b. Initial MEMBERS file create.
The MEMBERS file must be cleared and initialized for use in order to
have it contain no member records at the start. The following steps
will do this, starting from the MPROFILE, SET UP menu.
Enter: 1 This is for "Create Initial MEMBERS File"
Response: The program reads a base file (MEMBERSX)
from the program disk, and copies its
structure to a new file called MEMBERS.DBF
This file then is placed in indexed order,
by last name, then first name. This makes
the additional file, MEMBERS.NDX, which
will always be present. Next, the program
reads a file called MDIRFILX, which is a
skeleton file for the Names Directory.
This file has all Activity names cleared,
plus has the TUTORIAL section parameter
values. On completion, the screen will
display the message:
"File B:MEMBERS, index B:MEMBERS has now been created"
"Do you want to initialize the Names Directory (MDIRFILE) too?
Page 3-2-11
Section 3: MPROFILE Start Up
Enter:
If you enter "Y", the base file, MDIRFILX.DBF will be written
over any existing MDIRFILE.DBF, which in effect clears all
church computer and activity names you have built up, then
puts a default set of parameters into effect. You can see what
these values are by performing process "4" or "5" of MPRSETUP.
Entering "Y" here, is good to do when you make your initial
MEMBERS file, since it clears all Activity names used by the
sample MEMBERS file.
Response:
"Processing is complete. Press <retn>"
Enter: Just press the RETURN key.
Response: You will be returned to the Set Up menu.
B3c. Names Directory set-up
The first MPROFILE function to perform from the beginning is to tell the
MPROFILE program about your computer and church. This information
adapts your computer operations to sound like your local church
operations.
Enter: 8 from the MPROFILE Main Menu
Response: The MPROFILE SET UP Menu is displayed.
See Figure 3-2, above.
Enter: 4 This is for "Names Directory - church,
computer parameters" changing. The church
Parameters Editing menu (Figure 3-2A) is
displayed.
Response: The screen will give you the basic church
parameters screen for you to make changes
to, as desired. Just type over the ones
you want to change with the new values.
The main ones you need, in order to just
get started, are your church name and the
data disk drive you will be having your
diskette in, or the hard disk logical
drive that you are assigning. The other
parameters are described in Appendix 3-A,
paragraph 6 - MDIRFILE File description.
Also, specific reports that use them are
described in Appendix 3-B.
Page 3-2-12
Section 3: MPROFILE - Names Directory
B3d. Initial Church Activity Names Entry.
You will have a list of activities or functions that you will want to
have the computer use in its reports. This paragraph shows how to enter
such names. They can be of the following types -
- Small Church (Sunday School class) names
- Special Activity names - regular activities, as mentioned in the
MEMBERS data elements description in section 3-E, for the
SP:ACTIVTY field. These names probably should contain all the mid-
week functions of the church, such as the Boy's and Girl's clubs.
- OTHER names: Things such as children's school names, Bible Study
group names.
To enter them, start with the MPROFILE, SET UP menu, and perform the
following steps -
Enter: 5 Names Directory - Activity Names editing
Response: This gives you the Names Directory File
Maintenance menu. See Figure 3-2B, above.
Enter: 2 Add a Small Church
Response:
"Enter Small Church code to be added (example: JRH=Jr. High):__
Enter: JRH Enter a 3-character Small Church code
for example, "JRH"
Response:
"Enter name for the above code:
(Names Directory Initial Entries, continued)
Enter: Jr. High Example is for Jr. High
Response:
"Do you want to change any existing codes ...?
Enter: n "No" (This is for changing the Small Church
code already recorded in group member's
records to a new code)
Response: The program asks for another Small Church
code.
Enter: Repeat the above three questions until
you have entered all the Small Church
names that you have. Enter Q after the last
one.
Response: The program has returned to the Names
Directory Menu
Enter: 4 Add a SP:ACTIVTY name
Response:
"Enter SPAC code to be added...:__
Page 3-2-13
Section 3: MPROFILE - Names Directory
Enter: This sequence is similar to the one above
for Small Churches. Enter special
activity codes, then names for the
activities/functions in your church.
Enter "Q" after the last one.
Response: The program has again returned to the
Names Directory.
Enter: 1 Display / Print the current MDIRFILE
Response:
"Do you want to [P]rint or [D]isplay the MDIRFILE?
Enter: P You want to print out what you now have
for Names codes. Save this as a reference
Response: The MDIRFILE is printed on the printer,
if you have the printer enabled.
Enter: Q Exits the Names Directory Editing process
You now have a working MPROFILE system.
You could have also added OTHER codes and
names, such as for school.
B3e. Maintaining the Names Directory File
The following describes all the functions of the Names Directory editing
process. It refers to process items from the Names Directory File
Maintenance menu, Figure 3-2B (above).
[1] Display / Print the Names Directory -
Allows the display or printing of the MDIRFILE, on the screen
or on the printer, depending on whether you entered "D" or "P"
to the question:
"Do you want a print-out [P] or display [D] of the MDIRFILE? "
[2] Add a Small Church -
Response: Enter SS/SC code to be added (example: C38 for Church 38):
Enter: (A new Sunday School/Small Church code name appropriate for
the name of the group)
Response: If an invalid code length is made the program makes a
query for another code; otherwise, the response is -
Enter name for the above code (example: "Church 38") :
Enter: (The appropriate name for this group.)
Response: Do you want to change the codes of all members of an
existing SS/SC to this new name? : __
Enter: Y (Only if you want to do this, and the old code/name has
not previously been deleted; otherwise enter "N".)
If you entered "Y" to the above query, then ...
Response: Enter previous SS/SC code :
Page 3-2-14
Section 3: MPROFILE - Maintaining the Names Directory File
Enter: (A code that you are changing from)
Response: If the computer doesn't find the code in the Names Directory
it will say so and ask for a different entry; else ...
[person's name and SS/SC code] - changed
This single-line message is repeated for each person matched.
Finally, the routine ends with the statement:
"Changes complete, Press <retn> "
and the above message is again displayed.
[3] Delete a Small Church name
Response: Enter a Small Church code to be deleted:
Enter: (SS/SC code to be deleted)
Response: (If this code is not found in the Names Directory, then
"No activity/function found by this name. Enter again "
is displayed, allowing correction of the name.
Then enter another code, or "Q" to quit.
A match causes the following display -
SSSC=NNN (SSSC name) - DELETED
[4] Add SP:ACTIVTY -
Response: (Similar to adding a SS/SC entry, except changing names
from a former name and code is not performed.)
[5] Delete SP:ACTIVTY -
Response: (Similar to deleting a SS/SC entry)
[6T] Add an OTHER Category code
Response: Enter a new OTHER category code:
Enter: "BTY" (example is for Blood type)
Response: BTY: Blood Type - ADDED
The program then requests another, until you enter "Q"
[6] Add OTHER -
Response: Enter a 3-character OTHER function code type to be added.
(example: "SCH" for school)
Enter: XXX (a 3-character OTHER code)
Response: 1) 'Q' => exit back to menu
2) (If the name that is entered is not found in MDIRFILE,
the following message/query is given) -
"This OTHER function category is not in the Names Directory."
"Do you want to add it as new? "
Answering "Y" will query for a title for this code, such as
"School" for SCH, then will record it and continue.
3) If there is a match to this function code, then the
program will continue.
Enter: (a 3 character or less code of a specific element in the
function, such as name of a school.)
Response: (If there is no duplicate, a message is displayed, then the
program cycles back to the OTHER function type query.)
[7] Delete OTHER -
Response: (Similar to deleting a SS/SC entry, except includes deleting
the function code type name.)
[8] Add an INTEREST/ABILITY -
Response: (Similar to adding a SS/SC entry, except changing names
from a former name and code is not performed.)
Page 3-2-15
Section 3: MPROFILE - Maintaining the Names Directory File
[9] Delete AN INTEREST/ABILITY -
Response: (Similar to deleting a SS/SC entry)
[P] Purge Inactive Names out of the MDIRFILE -
This routine fully deletes any of the names that were deleted,
above. Then the file purges them, making the file shorter in
length.
You now have the ability to change anything in the Names Directory File.
Page 3-2-16
Section 3: MPROFILE - Maintaining the Names Directory File
The 2-character code that is entered determines the family code of
the person being entered, and allows association of this person to
other persons to follow or just previously entered.
1st character -
'h' - the person is considered a married, head-of-household (man
of the house, or woman, if there is no husband). A FAMILYCODE
value will be automatically generated for this person which has
the first 7 characters unique from anyone elses, followed by the
8th character, which will be the man/woman/boy/girl code given by
the second character of this 2-character code. The 9th FAMILYCODE
character will be "M", signifying "married". Entering "h" starts
a new family.
's' - the person is single; this person is considered to be a head-
of-household, even if living alone.
'm' - the person is a member of the family determined by the most-
previously-entered head-of-household. His/her family code will
automatically be made equal to the head-of-household person's.
This is the manner to enter the wife and all the children to a
family after the husband has just been "Added". If a new family
member is added later, the family code of the head-of-household
needs to be looked up and entered manually into the FAMILYCODE
field of the new person.
2nd character -
This 1-digit number designates sex and is added to the back of the
7-character FAMILYCODE generated by the process described above.
'1' - man
'2' - woman
'3' - boy
'4' - girl
For children in the same family, that don't have parents attending,
mark one of them as a "head-of-house-hold" (H3), followed by the
brothers/sisters as household members under him/her.
2. For an Add, the operator is asked to first enter the last name,
first name, and home phone of the new person. When "Ok" the MEMBERS
file is scanned to check that there isn't already a person by the
same name (probably is the same person), before allowing entry of
the rest of the data on this person. The following is shown on the
screen -
LAST NAME :Williams
FIRST NAME :Rod
HOME PHONE :866-6332
OK? :__
Note that if the person is a member of a family being entered, the
last name and home phone are copied from the previous entry. (If
they are not wanted to be the same, "Ok?" can be responded to by
saying "no", and the opportunity is then given to enter a different
last name or home phone.). When the name has a duplicate already in
the MEMBERS file, it is displayed and the operator is asked if
he/she would like to edit (make changes to) this record. Then the
record is displayed in normal EDIT format (Figure 3-1C), with the
fields filled in from before, and the operator may insert or write
over any fields as desired.
Page 3-8-1
Section 3: MPROFILE - Maintaining the Names Directory File
When there is no duplicate, a new record is added to the MEMBERS
file for this person, with the fields that were already entered
being filled in, along with an automatically-generated FAMILYCODE.
This record is displayed for the operator to complete the blank
fields. Figure 3-1B shows the MUPDATE-Add screen. Note that the
"DATES" field is only displayed (cannot be edited); it is
automatically filled in with the date (month and year) that this
record is being created.
[C] 'CHANGE' - Displays the record of a previously-entered person, so
that address/phone or activity names can be changed on the screen.
1. If the operator enters a number directly after the "C", such as
"C289", the computer will consider the number to be a record number,
and will go straight to it, entering the UPDATE-EDIT mode (see
Figure 3-1C). Otherwise, the sequence below will be followed.
2. The computer requests only a 5-character reference to this person
as - 1st 3 characters of the last name, immediately followed by the
1st 2 characters of the first name. The following is displayed -
Editing a person's record on MEMBERS file
Enter LAST NAME (3 characters), then FIRST NAME (2 characters)
Name code :__
THIS CODE MUST BE ENTERED IN ALL SMALL CASE LETTERS. Otherwise a
proper match cannot be made. This assumes that every name is
entered as - capital letter followed by all small letters - for
both first and last names.
3. After receiving the entry, the computer scans the MEMBERS file
for a match, and when finding one, displays the found last name,
first name, home phone. When the home phone is left blank, the
computer does not try to match it. The computer then asks if this
match is the intended one. A person with the same starting
characters may have been found who is not wanted, in which case
the operator can answer "no" to the question "Is this a correct
match?". The computer then scans further for a different match, if
any can be made. When no match is made, the computer says so and
returns to the operator query for another last name / first name
code. Entering "Q" to this code returns you back to main Update
menu.
4. When the computer finds a match, it displays the matched record
in EDIT format (see Figure 3-1C), with the fields filled in from
previous data. The operator can then change fields as desired.
If there is no match for this combination of last name / first
name letters, the message "NO MATCH" is briefly displayed on the
operator screen, and the query for a new update function is
repeated. SPECIAL FEATURE: If the operator enters a capital "Y"
to the question "Is this a correct match?", the screen display for
EDIT will point directly to activity names to be changed, rather
than to the name and address. This is so that the operator can
change activity names more quickly.
Page 3-8-2
Section 3: MPROFILE - Maintaining the Names Directory File
Figure 3-1B MEMBERS, UPDATE-ADD Format
The following figure is the display that appears on the screen when the
operator selects the ADD function. The screen shows field titles,
followed by the values that are currently assigned to the respective
fields. The operator presses arrow keys and the RETURN key as desired
to go to fields that need filling in or changing. Section 2, paragraph
F describes the screen editing key functions. The family code is always
calculated in advance.
Adding record number NNNN
This person is designated the following FAMILYCODE - JOHK0043
LAST NAME :Johnson : FIRST NAME:Randy :
ADDRESS :1234 Shady Oak Lane :
CITY,STATE:Minneapolis, MN : ZIP CODE: 55443:: :
HOME PHONE:888-7777 : WORK PHONE:555-4444 :
BIRTHDATE :01/31/55-74 : MEMBSTATUS:Y :
SPEC.DATES:03/12/76, : OFFERINGEN: 456:
SS/SC MEMB:COL *: TEACH-SSSC:CHI :
SP/ACTIVTY:AWA'ACH,USH, : COMMENTS : :
OTHER-ACTV:BSG=327, : DATES 0183,0483
Press ctrl-W when editing is complete.
MEMBERS UPDATE-ADD format notes
1. Description of example -
This person is a son of someone with a first name that starts with the
letter "K", and who also lives at 1234 Shady Oak Lane. They probably
moved there in April (date-changed = 0483). There are at least 3 other
families with family codes starting with JOHK... If Randy would move
away, he would have to get his own family code, unique from all others.
Then he would be a Single, or would have his own family. Either way,
the 4th letter of his new FAMILYCODE would be changed to "R" (Randy),
and all his family members would eventually get the same code. Also,
the last digit of the family code just for himself would be changed to a
"1", since he would become the head-of-household. Randy was born on Jan
31, 1955, and has graduated from high school in 1974. He is a church
member and has his own offering envelope number # 456. He teaches
Sunday School in the Children's Division and also teaches Awanas. He is
in the choir and also ushers some times. He is in a Bible study group -
group 3, number 27, which the activities directory file might show to be
a Thursday night group led by "Anderson" on the book of John. Randy was
first entered into the computer on January, 1983, and had a change of
address/phone in April, 1983.
2. Special family code requirements
When entering a new person (a new-born baby or a previously un-recorded
family member), you must look up the FAMILYCODE that is already assigned
to the family (on a previous report), then enter this code over the one
created by the computer. It must have the same 1st 7 characters,
followed by the man/woman/boy/girl code (1/2/3/4) from the individual.
Page 3-8-3
Section 3: MPROFILE - Maintaining the Names Directory File
Figure 3-1C The MEMBERS UPDATE-EDIT Format
The following figure is the display that appears on the screen when the
operator selects the CHANGE function. The screen shows field titles,
followed by the values that are currently assigned to the respective
fields. The operator presses arrow keys and the RETURN key as desired
to go to fields that need filling in or changing. The family code is
always calculated in advance.
Editing record number NNNN
This person is designated the following FAMILYCODE - JOHK0043
LAST NAME :Johnson : FIRST NAME:Randy :
ADDRESS :1234 Shady Oak Lane :
CITY,STATE:Minneapolis, MN : ZIP CODE: 55443:: :
HOME PHONE:888-7777 : WORK PHONE:555-4444 :
BIRTHDATE :01/31/55-74 : MEMBSTATUS:Y :
SPEC.DATES:03/12/76, : OFFERINGEN: 456:
SS/SC MEMB:COL *: TEACH-SSSC:CHI :
SP/ACTIVTY:AWA'ACH,USH, : COMMENTS :Ham radio operator :
OTHER-ACTV:BSG=327, : DATES 0183,0483
Press ctrl-W when editing is complete.
EDIT format notes
This EDIT screen is very similar to the UPDATE-ADD screen. The program
allows you to change (type over) any existing information. One special
feature in this screen is on entering it. If you enter a capital letter
"Y" to the last question - "Is this the right name?", the program will
skip over the personal and family information so that you will be placed
directly into the church activity fields.
Page 3-8-4
Section 3: MPROFILE - Maintaining the Names Directory File
E2. Full Church Reports
Your church can make reports of all members in the MEMBERS file by
selecting the "Full Church Processing" process (menu item 1) of the Main
Menu. The secondary menu "FULL CHURCH PROCESSING" will then appear on
the screen and the operator selects the type of report that is desired.
Each report is designed for a particular use at the church. These are
described below. The following Figure shows the report names.
When the operator makes a selection, the program makes maybe two or
three operator queries, asking questions related to report inputs. The
operator enters the specific information that is requested, then the
report is immediately sent to the printer. Note that the printer must
be connected and on-line, in order for the reports to start to print.
The computer just stops silently, if it can't get a response from the
port that the printer is connected to. The operator can just get it
connected, then the program will start the report without losing
anything.
Figure 3-3 - Full Church Processing Menu
FULL CHURCH PROCESSING 2-/FCREPORT/
1) All membership information [FI]
2) Briefer two-line report [TL]
3) One-line report, by offering envelope number [OL]
4) Full-church Directory [FD]
5) SPECIAL DATES /FCSDATES
6) MAILING LABELS - All members/attenders, by family [ML]
7) MAILING LABELS - All voting members [ML]
8) MAILING LABELS - All offering envelope numbers [ML]
9) Full-church attendance marking, reports /FCATTEND
Enter selection :
Figure 3-3A - Full Church, SPECIAL DATES menu
Special Full-Membership Selections 2-5-/FCSDATES/
1) Wedding Anniversaries This Month [OL]
2) Birhtdays This Month [CL]
3) New People This Month [CL]
4) People with Address/Phone Changes This Month [CL]
5) All Full-Church-Inactive People [CL]
Enter selection :
Page 3-13-1
Section 3: MPROFILE - Maintaining the Names Directory File
FULL CHURCH PROCESSING - Processes Description
1) [FI]: All membership information from: MEMBERS /MEMBERS
This is the main report that the church office will keep current
on its people. It usually has private infromation, so the office
might keep it in a more-secure area than the main working office.
There are no operator queries in starting this report.
2) [TL]: Briefer two-line report from: MEMBERS /MEMBERS
This report is good for distribution to the different ministries
that are church-wide. It contains all the basic information about
each member. There are no operator queries in starting this report.
The report uses the SP:ACTIVTY field for the variable item in the
report.
3) [OL]: One-line report, by offering envelope number MEMBERS /OFFERNDX
This report is good for keeping track of your assigned envelope
numbers. It shows each number in order, then the name of the
person(s) that have that envelope set. Unassigned numbers are
printed with the space left blank after them. You can write in new
names in this space. There are no operator queries to this report.
The program automatically creates the OFFERNDX file if it is not
present on the data disk.
4) [FD]: Full Church Directory FCMEMBRS /FCMEMBRS
This report is good for making multiple copies and distributing to
the church membership. It has the members printed by family. It
uses the FCMEMBERS file, which must be created, if not up-to-date.
The process has the following query:
- Does the FCMEMBRS file have the latest updates from MEMBERS?
If you answer "N" the program automatically runs program
module MGFCROST in order to create file FCMEMBRS /FCMEMBRS
Otherwise it assumes the file is present on the data disk.
5) SPECIAL DATES -Important dates to remember about individual members
Goes to a separate menu for a larger report selection, as follows -
5-1) [OL] - Wedding Anniversaries this month FCMEMBRS /FCMEMBRS
This report is helpful for noting this important date, if the
church wants to send rememberances on anniversaries. It uses
the FCMEMBRS /FCMEMBRS files, printing a one-line report of
each couple, along with the anniversary date, as noted in the
second part of the SPEC:DATES field. Only those couples with
anniversary dates having the same month as the month in SYSTEM
DATE will be printed.
The process automatically looks for files FCMEMBRS /FCMEMBRS.
If they are not present on the data disk, the program
automatically creates them, then goes on to print the report.
5-2) [CL] - Birthdays this month MEMBERS /MEMBERS
This report is of all birthdays in the church this month. This
report prints everyone's name and birthday that has "BIRTHDATE"
characters 1 and 2 being the same as the SYSTEM DATE characters
1 and 2.
Page 3-13-2
Section 3: MPROFILE - Maintaining the Names Directory File
5-3) [CL] - New People this month MEMBERS /MEMBERS
This report is of all people just entered into the MEMBERS file
this month. Those people whose names are printed will have the
first four characters of the "DATES" field of MEMBERS equal to
the month and year of SYSTEM DATE. This date is automatically
recorded during the MUPDATE-ADD process.
5-4) [CL] - People with Address/Phone Changes this month
MEMBERS /MEMBERS
This report is of all active people with address or phone (home
or work) changes made this month. This would have been marked
from the MUPDATE-CHANGE process, but only when these fields
were changed (not for activity code or member status changes).
Note that you have to have made the SYSTEM DATE have the same
month and year that you made your changes. If you are printing
a report to be distributed in April, but with March changes,
for example, you have to keep to a March date.
5-5) [CL] - All People just made Inactive this month
MEMBERS /MEMBERS
This report tells you who has just been marked Full-Church
Inactive, from the MUPDATE, F.C. Inactive process. Only people
marked so this month will be printed. Full-church inactive is
marked by "*" in character 2 of MEMBSTATUS, and by the SYSTEM
DATE, month and year, going in characters 6-9 of "DATES".
5-6) [CL] - All People made Inactive (any month) MEMBERS /MEMBERS
This report is just like 5-5) except it prints all names marked
Full-church Inactive for any month
6) [ML] - Mailing Labels, all members/attenders, by family
FCMEMBRS /FCMEMBRS
This report is mailing labels formatted (see Figure 3B-6, in
Appendix 3-B). All families whose head-of-house-hold is active (not
marked Full-church inactive) have mailing labels printed, in
alphabetical order. If a person is a child, whose parents do not
attend (not recorded in the computer), the first child in the
family will have a label printed. Note that if you have an
automatic sheet feeder, you can have a mailing-label-formatted
print of each name in a particular part of each sheet that is fed.
This means that you can set up for one label per page (select "66"
for spacing between labels, 66 lies per page), then set the 1st
column and first row to match the place on the page that you want
the label image printed. This applies to all mailing labels
"reports".
7) [ML] - Mailing Labels, all voting members MEMBERS /MEMBERS
This report is mailing labels formatted. All individuals who are
members - MEMBSTATUS, 1st character = 'Y' - and whose age is
greater than the church voting age (see "church, computer
parameters") will have mailing labels printed. Note that husband
and wives receive separate labels..
Page 3-13-3
Section 3: MPROFILE - Maintaining the Names Directory File
8) [ML] - Mailing Labels, all offering envelope numbers
MEMBERS /OFFERNDX
This report makes mailing labels for everyone with an offering
envelope. Husbands and wives have one label (both first names are
printed) when they have the same envelope number. Printing these
labels at the beginning of a new year is good for attaching to the
tops of the envelope boxes. The labels are printed in envelope
number order, just like the order of your boxes. The envelope
number is also printed.
9) [Special Process] - Full Church Attendance
This is a special process, too extensive to describe briefly, here.
See paragraph 3-I.a.
Page 3-13-4
Section 3: MPROFILE - G.4 Small Church Reports
E3. Small Church Reports
This section of reports is of selected groups of church
members/attenders, by Small Church. Each Small Church has a 3-character
code associated with it that is defined in the Names Directory file.
This file contains the code plus a name to the code, as entered in SET
UP, Activity Names editing. The Small Church code is in the SS:SC:MEMB
field of MEMBERS file. The MSCROST /MSCROST secondary file is the
primary inputs to these reports. Married's are found in the FCMEMBRS
/FCRSCNDX file. The following is the Figure of the MPROFILE, Small
Church Reports menu. There is one qualification for being printed in a
SmallChurch report - people must not be marked Small-Church-Inactive in
their SS:SC:MEMB field of MEMBERS. All S.C reports skip such inactive
people.
Figure 3-4 - Small Church Reports Menu
Small Church Reports 3-/SCREPORT/
1) Print two-line report of selected SC class with OTHER [TL]
2) Print briefer one-line report [OL]
3) Print 2-column roster of selected SC class [2C]
4) Attendance Marking, Reports /SCATTEND/
5) Print a new-people list from this month [CL]
6) Print a new-changes list from this month [CL]
7) Print a list of birthdays from this month [CL]
8) Print people just made Small-Church-Inactive this month[CL]
9) Mailing labels
Enter selection :__
Small Church Reports - Processes Description
1) [TL]: Selected SC class, with OTHER MSCROST /MSCROST
This is a two-line report of class (group) members, and is designed
for use by the class teacher/leader. The Two-Line report has one
optional report field, the third field on the second line of each
person's report information. This field will normally have "ACTIV:"
followed by the SP:ACTIVTY field value (first 8 characters). If
the operator enters a slash (/) after the "1", then enters an OTHER
code, the report will find the name to the specified code, if
it can, then use it in this special field of the report. For
example, if for the "Enter selection: " query, the operator enters
"1/SCH", the report will say "School:Franklin Elementary" for
someone with such a school code and name. So the report will print
only one OTHER code/name in a single report, and only when using
the selection switch (/XXX).
The following queries are made to the operator:
- Enter Small Church code: __ The operator enters the 3-
character code representing the class that a report is desired for.
If it is not found in the Names Directory, the program displays an
error message: "Small Church not found in MDIRFILE", and the
query is made again. Entering "Q" to this query (instead of a SC
code) terminates the process.
Page 3-13-5
Section 3: MPROFILE - G.4 Small Church Reports
- Does the MSCROST file have the latest updates from MEMBERS? __
The operator enters "Y" if the MSCROST /MSCROST file exists on the
data disk and has been created since the last time someone entered
MPROFILE, Updates. If there have only been a few updates, and the
church doesn't mind a few missing, the operator can enter "Y", and
the program will use the old file. If "N" is entered, the program
automatically performs the MGSCROST secondary file generation
routine. If "Y" is entered, or (for "N") on completion of creating
MSCROST /MSCROST, the program immediately starts to print the
specified report.
2) [OL] - Briefer One-Line report MSCROST /MSCROST
This is a simple one-line report of all people in the selected
Small Church class. The following queries are made:
- Enter Small Church code: __
The operator enters a valid Small Church code from the Names
Directory. Invalid ones are rejected. "Q" quits the process.
- Does the MSCROST file have the latest updates from MEMBERS? :__
The operator enters "Y" if there is a good MSCROST /MSCROST file.
Otherwise, enter anything else (or just press <RETURN>, and the
program creates a new MSCROST file. With a good MSCROST file, the
program immediately begins the report.
3) [2C] - 2-column Roster MSCROST /MSCROST
or FCMEMBRS /FCRSCNDX
This report is for distribution to class members occasionally. It
has a nice, neat, short format of everyone's name, address, and
phone. It also has birthdays, if given (not year-of-birth). It is
listed in two columns, sorted vertically (the names are
alphabetical, in columns).
This report allows an alternate field to be printed in the report
(line 2, field 3). If the operator enters "1/XXX" where XXX is an
OTHER code, the Report routine will look up the name associated
with this code in the Names Directory. It will print it as the
header plus print the sub-name from the code in the individual's
OTHER field, when he/she has this OTHER category name. For
example, entering "1/SCH" causes the "SCHool" header plus the
particular school name to be printed in this alternate field of the
report, but only when each individual has a "SCH=---" specified in
his/her OTHER field.
An additional characteristic is: the backward slash (\) entered in
place of the forward slash causes the school grade to be printed
for those who have a school grade (computed from the birthdate).
You would enter "1\SCH" and the grade in school will be printed
right after the birthdate on the report.
The following Names Directory parameter is used:
- >LSEP< - If this parameter (dBASE variable) equals "Y", then
there will be a letter separator between names that start with a
new first letter. For example, there will be a - B - after the
"Anderson's", before starting with "Baker". This is nice on larger
rosters, but is a bit busy for small ones.
The following queries are made:
- Enter Small Church code: __
The operator enters a valid Small Church code from the Names
Directory. Invalid ones are rejected. "Q" quits the process.
- Is the Small Church for a married's class? __
If the operator enters "Y" (yes), the program uses the FCMEMBRS
Page 3-13-6
Section 3: MPROFILE - G.4 Small Church Reports
/FCRSCNDX file as input, first querying if it is up-to-date.
Otherwise (not a married's class), the program uses the MSCROST
/MSCROST file, which prints everyone individually. If you want a
married's class printed, but think you like the names printed
individually, better, then enter "N" to this query, after having
entered a married's Small Church code.
The program starts to print the report after the input file is
determined. The program takes a little time to arrange the names
into the 2-column format - it can be maybe a minute between printed
pages. The screen says "Now creating page N" while getting ready
for each new page of the report.
4) - [Special Process] - Attendance Tracking for Small Church Groups
See paragraph 3-I for a description of this process.
5) [CL] - New People this month MSCROST /MSCROST
This report is of all people just entered into the MEMBERS file
this month from a selected Small Church. Those people whose names
are printed will have the first four characters of the "DATES"
field of MEMBERS equal to the month and year of SYSTEM DATE. This
date is automatically recorded during the MUPDATE-ADD process.
The operator makes the SYSTEM DATE be in the month the ADDs were
made. So you cannot make a list dated September 1 for end-of-
August changes; you must leave the SYSTEM DATE in August.
6) [CL] - People with Address/Phone Changes this month MSCROST /MSCROST
This report is of all Small-Church-active people with address or
phone (home or work) changes made this month. This would have been
marked from the MUPDATE-CHANGE process, but only when these
particular fields were changed (not for activity code or member
status changes). Note that you have to have made the SYSTEM DATE be
the same month and year that you made your changes. For example,
if you are printing a report to be distributed in April, but with
March changes, you have to enter MPROFILE with a March date.
7) [CL] - Birthdays this month MSCROST /MSCROST
This report is of all people in the church with birthdays this
month. This report prints everyone's name and birthday that has
"BIRTHDATE" characters 1 and 2 being the same as the SYSTEM DATE
characters 1 and 2.
8) [CL] - All People just made Small-Church-Inactive this month
MSCROST /MSCROST
This report tells you who has just been marked Small-Church
Inactive, from the MUPDATE, S.C.-Inactive process. Only people
marked so this month will be printed. Small-church-inactive is
marked by "*" in character 5 of SS:SC:MEMB, and by the SYSTEM DATE
(month and year) going in characters 6-9 of "DATES".
9 [ML] - Mailing labels MSCROST /MSCROST
This report is for standard mailing labels to be printed for a
selected Small Church. All Small-church-active people will have
mailing labels printed for them, in the spacing defined by the
Mailing Labels parameters.
Page 3-13-7
Section 3: MPROFILE - G.5 Special Activities Reports
E4. Special Activities Reports
This section of reports is of selected groups of church
members/attenders, by the Special Activities they are involved in. Each
Special Activity has a 3-character code associated with it that is
defined in the Names Directory file. This file contains the code plus a
name to the code, as entered in SET UP, Activity Names editing. The
Special Activity code is in the SP:ACTIVTY field of MEMBERS file. The
MACTIVTY /MACTIVTY secondary file is the input to these reports.
The following is the figure of the MPROFILE, Special Activities Reports
menu.
Figure 3-5 - Special Activities Reports Menu
Special Activity Reports 4-/SAREPORT/
1) Print standard report of a specified SPECIAL-ACTIVITY [OL]
2) Print two-line report of a SPECIAL-ACTIVITY, with OTHER [TL]
3) Print 2-column roster of selected Special Activity [2C]
4) Print a new-people list from this month [CL]
5) Print a new-changes list from this month [CL]
6) Print a list of birthdays from this month [CL]
7) Mailing labels [ML]
Enter selection :__
Special Activities Reports - Process Descriptions
1) [OL] - Standard, One-line Report MACTIVTY /MACTIVTY
This is a simple one-line report of all people in the selected
Special Activity. The following queries are made:
- Enter Special Activity code: __
The operator enters a valid Special Activity code from the Names
Directory. Invalid ones are rejected. "Q" quits the process.
- Does the MACTIVTY file have the latest updates from MEMBERS? :
The operator enters "Y" if there is a good MACTIVTY /MACTIVTY file.
Otherwise, enter anything else (or just press <RETURN>), and the
program creates a new MACTIVTY file. With a good MACTIVTY file, the
program immediately begins the report.
2) [TL]: Selected Special Activity, with OTHER MACTIVTY /MACTIVTY
This is a two-line report of an activity group, and is designed for
use by the group chairman/leader. The Two-Line report has one
optional report field, the third field on the second line of each
person's report information. This field will have each person's
birthdate followed by the SP:ACTIVTY field value (first 8
characters).
The following queries are made to the operator:
- Does the MACTIVTY file have the latest updates from MEMBERS? __
The operator enters "Y" if the MACTIVTY /MACTIVTY file exists on
the data disk and has been created since the last time someone
entered MPROFILE- Updates. If there have only been a few updates,
and the church doesn't mind a few missing, the operator can enter
Page 3-13-8
Section 3: MPROFILE - G.5 Special Activities Reports
"Y", and the program will use the old file. If "N" is entered, the
program automatically performs the MGSAROST secondary file
generation routine. If "Y" is entered, or (for "N") on completion
of creating MACTIVTY /MACTIVTY the program immediately starts to
print the specified report.
- Enter Special Activity code: __ The operator enters the 3-
character code representing the activity that a report is desired
for. If it is not found in the Names Directory, the program
displays an error message:
"Special Activity code not found in MDIRFILE",
and the query is made again. Entering "Q" to this query (instead of
an activity code) terminates the process.
3) [2C] - 2-column Roster MACTIVTY /MACTIVTY
This report is for distribution to activity members occasionally.
It has a nice, neat, short format of everyone's name, address, and
phone. It also has birthdays, if given (not year-of-birth). It is
listed in two columns, sorted vertically (the names are
alphabetical, in columns).
The following Names Directory parameter is used:
- >LSEP< - If this parameter (dBASE variable) equals "Y", then
there will be a letter separator between names that start with a
new first letter. For example, there will be a - B - after the
"Anderson's", before starting with "Baker". This is nice on larger
rosters, but is a bit busy for small ones.
The following queries are made:
- Does the MACTIVTY file have the latest updates from MEMBERS? __
The operator enters "Y" if the MACTIVTY /MACTIVTY file exists on
the data disk and has been created since the last time someone
entered MPROFILE- Updates. If there have only been a few updates,
and the church doesn't mind a few missing, the operator can enter
"Y", and the program will use the old file. If "N" is entered, the
program automatically performs the MGSAROST secondary file
generation routine. If "Y" is entered, or (for "N") on completion
of creating MACTIVTY /MACTIVTY the program immediately starts to
print the specified report.
- Enter Special Activity code :__
The operator enters a valid Special Activity code from the Names
Directory. Invalid ones are rejected. "Q" quits the process.
The program starts to print the report after the input file is
determined. The program takes a little time to arrange the names
into the 2-column format - it can be maybe a minute between printed
pages. The screen says "Now creating page N" while getting ready
for each new page of the report.
4) [CL] - New People this month MACTIVTY /MACTIVTY
This report is of all people in a specified Special Activity who
were just entered into the MEMBERS file this month. Those people
whose names are printed have the first four characters of their
"DATES" fields in MEMBERS equal to the month and year of SYSTEM
DATE. This date is automatically recorded during the MUPDATE-ADD
process.
Page 3-13-9
Section 3: MPROFILE - G.5 Special Activities Reports
5) [CL] -People with Address/Phone Changes this month MACTIVTY/MACTIVTY
This report is of all the named Special Activity people with
address or phone (home or work) changes made this month. This
would have been marked from the MUPDATE-CHANGE process, but only
when the address or phone changed (not for changes to activity
codes or member status changes). Note that you have to have made
the SYSTEM DATE be the same month and year that you made your
changes. For example, if you are printing a report of changes
marked during March, you have to keep to a March date when making
the report.
6) [CL] - Birthdays this month MACTIVTY /MACTIVTY
This report is of all people in a specified Special Activity that
have birthdays this month. This report prints everyone's name and
birthday that has "BIRTHDATE" characters 1 and 2 being the same as
the SYSTEM DATE characters 1 and 2.
7) [ML] - Mailing labels MACTIVTY /MACTIVTY
This report is for standard mailing labels to be printed for a
selected Special Activity. Mailing labels will be printed for all
active people in the spacing defined by the Mailing Labels
parameters.
Page 3-13-10
Section 3: MPROFILE - G6. Interest / Abilities Reports
E5. Interests / Abilities Reports
This section of reports is of selected groups of church
members/attenders, by Interests/Abilities. Each Interest/Ability
is represented by a 2-character code in the Names Directory. The
code then has a (20-character) name for the code. Interest/Ability
codes are entered into the SKILLS field of each MEMBERS record, as
such information is received from the church congregation. Special
surveys specific to this function are appropriate, especially if it
is for matching people to interests of their own (rather than
church helps skills). Note that only 10 codes can be entered into
a person's SKILLS field. If more are given, you just have to skip
any past ten. The following is the figure of the MPROFILE,
Interests/Abilities Reports menu. Interests / Abilities reports
are made from the MSKILLS /MSKILLS file. This file is made by the
MGIAROST module, which is automatically called, if the MSKILLS file
is not up-to-date.
Figure 3-6 - Interests/Abilities Reports
DATA DISK = C
Interests / Abilities Reports 5-/IAREPORT/
1) Report for selected Interests / Abilities for all members [OL]
2) Report for selected Interests/Abilities and Small Church [OL]
3) Mailing Labels for selected Interests/Abilities, all members [ML]
4) Mailing Labels for selected Interests/Abilities and Sm Church [ML]
Enter selection :
This report section allows the church to make reports of selected
Interests / Abilities. It is based on the MGIAROST secondary file
generation routine, and uses the MSKILLS /MSKILLS file. All reports are
of the One-Line or Mailing Labels format. The operator selects to print
the report of a selected I/A for all church members, or for a selected
Small Church class. Also, the report can be a One-Line report, or a
Mailing Labels-formatted report.
Operator queries:
- Does the MSKILLS file have the latest updates from MEMBERS? :__
If no, the program will go make a new MSKILLS /MSKILLS file. "Q" quits
the process.
- Enter desired Interests/Abilities code :__
The code that you enter must be 2 characters and must match a "SKLS="
code in the Names Directory. Otherwise it will be rejected, and the
query is made again. "Q" exits this query.
- Enter Small Church code :__
This query is made only for menu selections 2 and 4. The code must be a
valid Small Church code, just like for making any Small Church report.
"Q" terminates this query.
The process begins to print the report as soon as it has found the I/A
name, and the Small Church name, if applicable.
Page 3-13-11
Section 3: MPROFILE - G.7. Special File Creation, Reports
E6. Special File Creation, Reports
The CPROFILE user might find that the reports specified in the MPROFILE
report menus do not include enough selections. The "Special File
Creation, Reports" menu item, from the Main Menu, allows the user to
specify any existing membership file as a report input, then specify a
selection condition on records in that file that are wanted to be
included in a report. One of three different report formats may be
chosen. Also, a special file may be created, with optional index, in
preparation for the report process. For example, the Full-Church
mailings might want to be mailed in ZIP code order, in order to save
postage. The operator could first have the FCMEMBRS file (families)
indexed by: ZIP+LAST:NAME+FIRST:NAME to file index: FCZIP. Then he
requests a Mailing Labels report, and selects Input File = FCMEMBRS, and
Input File Index = FCZIP. The program asks for a selection criteria
which can be answered by just pressing <RETURN>, for ALL. The process
then prints mailing labels for all families, in ZIP code order.
Section 3-H, below explains all characteristics and features of Special
Files, Reports.
NOTICE - - This is an incomplete file print-out.
You are to print the MPROFIL2.DOC file
from the DATA DISK to get the rest of it.
Page 3-13-12
ed
from the MUPDATE-CHANGE process, but only when
