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5.5 Shepherd Processing Page 5.5.1
=============================================================
In CMS each family can be assigned to a shepherd. The term
"Shepherd" refers to a member of the Church who sponsors a
family and its members. He or she is looking out for the
well being of the family members they are shepherding, and
may be the main contact to that family. Shepherds may
sponsor more than one family.
To begin with "Shepherd Processing" follow the steps:
A. At the Groups Menu, select "Shepherd Processing" by typing
<S> and then pressing <Enter>.
The first time you use CMS, no shepherds exist yet. When
CMS doesn't find any shepherds, you see the following
message window:
====================================
| There are no shepherds on file. |
| Do you want to add one? [y/N |
====================================
B. Press <Y> to set up your first shepherd.
If you press <N> the message window will disappear and the
Groups Menu will be restored.
If you press <Y> a "Select Member" window will appear.
C. Use your cursor keys, or type in the first few letters of
the members name to select the member that is to become a
shepherd.
D. When you highlighted the name of the selected member press
<Enter>, and the "Shepherd Processing" screen will appear,
displaying the new shepherd.
Notice the options menu at the bottom of the screen. In the
next chapters we will explain these options.
=============================================================
SHEPHERD PROCESSING Page 5.5.1
5.5 Shepherd Processing Page 5.5.2
=============================================================
5.51 Help with Shepherd Processing
=============================
Notice the <?>-Help option on the left side of your
options menu.
Press the <?> key now and you will see a "Help" window
appear. It explains all the options available to
process shepherds. Use the <PgDn> and <PgUp> keys to
see the next or previous "Help" screen.
To exit Help press <Esc> and the "Help" window will
disappear again.
5.52 Add New Shepherds
=================
In these next chapters we will always assume that you
start off at the "Shepherd Processing" screen, assuming
you have already added your very first shepherd to the
CMS system.
If you select "Shepherd Processing" from the "Main" menu
and you see this window on your screen:
===================================
| There are no shepherds on file. |
| Do you want to add one? [y/N |
===================================
then go back to chapter 5.5 "Shepherd Processing" and
follow the detailed instructions given there.
To add shepherds to the shepherd list in CMS:
A. Press <A> to add a new member now.
The "Select Member" window will be displayed.
B. Use your cursor keys, or type in the first few
letters of the member's name to select the member
that is to become a shepherd.
=============================================================
SHEPHERD PROCESSING Page 5.5.2
5.5 Shepherd Processing Page 5.5.3
=============================================================
C. When you highlighted the name of the selected member
press <Enter>. The "Shepherd Processing" screen will
be restored displaying the new shepherd.
To find out if a member has already been added use the
"Find" option described in the next chapter.
5.53 Find an existing Shepherd
=========================
The Find option, listed on the options menu, helps you
locate specific shepherds by their first or last names
without scrolling through the entire shepherd list.
To find a specific shepherd:
A. Press <F> from the options menu to display the "Find"
window.
=========================================
| Enter shepherd's first and last name: |
| First: [ ] |
| Last: [ ] |
=========================================
B. Fill in the last name, or first and last name, and
press <Enter>.
If you don't know the full name, type what you know of
the person's last name. For example JOH will find
JOHNSON and JOHANSON. If you are not sure of the last
name, or if you fill in only the first few letters of
the last name, then leave the first name blank. This
will help CMS to locate a name that might be close to
the one you are looking for.
Note: If the "Find" window already contains information,
you can clear it by pressing <Ctrl-Y>.
C. Press <Enter> or <PgDn> to execute the search. CMS
will search the member list in alphabetical order
from the beginning.
=============================================================
SHEPHERD PROCESSING Page 5.5.3
5.5 Shepherd Processing Page 5.5.4
=============================================================
If a match is found the "Shepherd Processing" screen
will be re-positioned so that the shepherd that was
found will appear at the top of the screen.
If no match was found use fewer letters for name field
to search, and then use your (Up> and <Dn> cursor keys
to scroll the list to see if there is a name in the list
close by that is the shepherd you were looking for.
5.54 Reports on Shepherds (R - option)
=================================
Here you choose reports or labels generation for all the
shepherds in CMS. Reports may be viewed on the screen,
sent to the printer, or written to a file.
To generate reports on shepherds:
Press <R> from the "Shepherds Processing" screen.
The "Reports Definition Table" will be displayed with
these options:
- Shepherd List and
- Shepherd Mailing Labels,
5.541 Shepherd List
=============
This report generates an alphabetical listing of
all shepherds stored in the CMS system. Report
output may be viewed on the screen, printed
out on the printer, or written to a file.
To generate a shepherd listing:
A. At the "Reports Definition Table", use you
cursor keys to select "Shepherd List".
B. Press <Enter> and a "Choices" menu will appear.
C. Make your selection and follow the instructions
on the screen to generate the report. See the
Appendix, chapter 10.2 "Generate Standard
Reports in CMS" for more details.
=============================================================
SHEPHERD PROCESSING Page 5.5.4
5.5 Shepherd Processing Page 5.5.5
=============================================================
D. Once the report has been generated you will be
returned to the "Reports Definition Table".
5.542 Shepherd Mailing Labels
=======================
When you want to send letters or statements, or if
you want to send a mass mailing to all the
shepherds in CMS this choice lets you generate the
mailing labels. You can preview the labels on the
screen, print them on your printer, or write them
to a file.
5.5421 View All Shepherd Mailing Labels on the
Screen:
==============================================
To view mailing labels for all shepherds:
A. At the shepherds "Reports Definition Table"
screen, use your cursor keys to select
"Shepherd Mailing Labels".
B. Press <Enter> and the standard "Choices"
output menu will appear.
If you press <Esc> no label will be generated
and you will be returned to the "Reports
Definition Table" screen.
C. Select "View Label", press <Enter>, and
follow the instructions on the screen to
preview the mailing labels. See the
instructions in Appendix 10.3, chapter
"Viewing Mailing Label(s) in CMS" for
complete details.
D. After pressing <Esc> from the "View Report"
window you will be returned to the "Reports
Definition Table" screen.
=============================================================
SHEPHERD PROCESSING Page 5.5.5
5.5 Shepherd Processing Page 5.5.6
=============================================================
5.5422 Print All Shepherd Mailing Labels on
the Printer:
==============================================
To print mailing labels for all shepherds:
A. At the shepherds "Reports Definition Table"
screen, use your cursor keys to select
"Shepherd Mailing Labels".
B. Press <Enter> and the standard "Choices"
output menu will appear.
If you press <Esc> no label will be generated
and you will be returned to the "Reports
Definition Table" screen.
C. Select "Print Label", press <Enter>, and
follow the instructions on the screen to
preview the mailing labels. See the
instructions in Appendix 10.4, chapter
"Printing Mailing Label(s) in CMS" for
complete details.
D. Once all labels have been generated you
will be returned to the "Reports Definition
Table" screen.
5.5423 Write All Shepherd Mailing Labels to a
File:
========================================
To write all mailing labels for Shepherds to a
file:
A. At the shepherds "Reports Definition Table"
screen, use your cursor keys to select
"Shepherd Mailing Labels".
B. Press <Enter> and the standard "Choices"
output menu will appear.
If you press <Esc> no label will be generated
and you will be returned to the "Reports
Definition Table" screen.
=============================================================
SHEPHERD PROCESSING Page 5.5.6
5.5 Shepherd Processing Page 5.5.7
=============================================================
C. Select "Write Labels to File", press
<Enter>, and follow the instructions on the
screen to generate the mailing labels. See
the instructions in Appendix 10.5, chapter
"Writing Mailing Label(s) to a File in CMS"
for complete details.
D. Once all labels have been generated you
will be returned to the "Reports Definition
Table" screen.
5.5424 Generate a Merge File for All Shepherds
=======================================
To generate a merge file for all shepherds:
A. At the shepherds "Reports Definition Table"
screen, use your cursor keys to select
"Shepherds Mailing Labels".
B. Press <Enter> and the standard "Choices"
output menu will appear.
If you press <Esc> no merge file will be
generated and you will be returned to the
"Reports Definition Table" screen.
C. Follow the instructions on the screen to
generate a merge file. See the instructions
in Appendix 10.6, chapter "Generate Merge
Record(s) in CMS" for complete details. To
find out about the structure of CMS merge
records refer to Appendix 10.7, chapter
"Merge Record Structure -Technical
Information".
D. Once all merge records have been generated
you will be returned to the "Reports
Definition Table" screen.
=============================================================
SHEPHERD PROCESSING Page 5.5.7
5.5 Shepherd Processing Page 5.5.8
=============================================================
5.55 Shepherd Specific Choices (Enter - Option)
==========================================
While the options presented in the "Options" menu affect
the list of shepherds as a whole, it is possible to work
with individual shepherds choosing the "<Enter>-Choices"
option from the "Shepherd Processing" screen.
To begin working with individual shepherds:
A. Move your cursor to the shepherd you want to work
with, or use the "Find" option to locate that
shepherd on the "Shepherd Processing" screen.
B. Press <Enter> and the "Choices" menu will appear.
===========Choices==========
| Edit Shepherd |
| Delete Shepherd |
| View Families |
| Print Families |
| Write Families to File |
| Add Families |
| Remove Families |
| Transfer Families |
| |
=============================
C. To exit the "Choices" menu again press <Esc>.
5.551 Edit a Shepherd's Information
=============================
Choose "Edit Shepherd" if you want to make changes
to the information about a shepherd, or if you made
mistakes when you added that shepherd to the
shepherd list.
A. At the "Shepherd Processing" screen move your
cursor to the shepherd who's information you
want to change, or use the "Find" option to
locate that shepherd on the screen.
=============================================================
SHEPHERD PROCESSING Page 5.5.8
5.5 Shepherd Processing Page 5.5.9
=============================================================
B. Press <Enter> to get to the "Choices" menu.
C. Press <E> to select "Edit Shepherd", and press
<Enter>.
The "Edit <Shepherd name>" screen will appear
and the cursor will be positioned at the
"Shepherd name:" blank.
D. Type in the new information where you want it to
appear in that blank.
E. Press <Enter> when done to move to the next
blank "Shepherd phone:"
F. Press <PgDn> when you are done with all the
changes to this shepherd.
You will be returned to the "Shepherd Processing"
screen and the changed information will appear
there.
5.552 Remove a Shepherd's Information
===============================
Just as shepherds can be added to the shepherd list
they also can be removed. For example, you
discovered after you entered this shepherd, that
you created a duplicate entry.
To remove a shepherd from a family:
A. At the "Shepherd Processing" screen move your
cursor to the shepherd you want to remove, or
use the "Find" option to locate that shepherd on
the screen.
B. Press <Enter> to get to the "Choices" menu.
C. Press <D> to select "Delete Shepherd", and press
<Enter>.
To prevent you from inadvertently making a mistake
and remove the wrong shepherd a window will be
displayed (in our example we will again use the
name Joe Doe):
=============================================================
SHEPHERD PROCESSING Page 5.5.9
5.5 Shepherd Processing Page 5.5.10
=============================================================
============================================================
| Deleting this shepherd (Doe, Joe, Mr.) |
| will cause all associated members to not have a shepherd.|
| OK? [y/N] |
============================================================
D. Press <Y> to confirm the deletion of this
shepherd,
or
press <N> if you don't want to remove the
selected shepherd at this time.
If you pressed <N> you will be returned to the
"Shepherd Processing" screen and no deletions
will have been made.
E. If you pressed <Y> to confirm the deletion
another window will be displayed (we use Joe Doe
again):
==============================================================
| Are you really sure you want to remove this shepherd? [y/N]|
==============================================================
This is your last chance to change your mind.
F. Press <Y> to confirm the deletion of this
shepherd and all the members related to this
shepherd via their family will now be without an
assigned shepherd.
or
Press <N> if you don't want to remove the
selected shepherd at this time.
G. You will be returned to the "Shepherds
Processing" screen and if you confirmed the
removal of that shepherd his or her information
will have disappeared from the "Shepherd
Processing" screen.
=============================================================
SHEPHERD PROCESSING Page 5.5.10
5.5 Shepherd Processing Page 5.5.11
=============================================================
5.553 View a List of a Shepherd's Families
====================================
5.554 Print a List of a Shepherd's Families
=====================================
5.555 Write a List of a Shepherd's Families to a
File
===============================================
5.556 Assign Families to a Shepherd's Care
====================================
When families join your Church you probably want to
assign a shepherd to them, as you enter them into
CMS. You can do that, as you add the new families
into the CMS system. Refer to chapter 3. "Family
Processing" for more details.
However, when you first set up CMS there no
shepherds yet assigned.
To set up shepherds in CMS for the first time:
A. Add all families in "Family Processing".
B. Add all members in "Membership Processing".
C. Add all shepherds in "Shepherd Processing".
Now you are ready to use the "Add Families" choice.
To add families:
A. At the "Shepherd Processing" screen move your
cursor to the shepherd you want to assign
families to, or use the "Find" option to locate
that shepherd on the screen.
B. Press <Enter> to get to the "Choices" menu.
=============================================================
SHEPHERD PROCESSING Page 5.5.11
5.5 Shepherd Processing Page 5.5.12
=============================================================
C. Press <A> to select "Add Families", and press
<Enter>.
If you previously added families in "Family
Processing" a list of families in the "Tag Families
for Adding" window will appear.
D. Use your cursor keys to select a family you want
this shepherd to be responsible for, and press
the <Space-Bar> to tag it.
If you want to add other families to this shepherd
select them with the cursor keys, and tag them also
by pressing the <Space-Bar>.
E. After selecting all the desired families, press
<Enter>.
The information for this shepherd and all the
affected families will now be updated, and you will
be returned to the "Shepherd Processing" screen.
5.557 Remove Families from a Shepherd's Care
======================================
Just as you can assign multiple families to a
shepherd you can also remove families from a
shepherd's care. If you want to assign a different
shepherd to these families you may want to consider
using the transfer option instead. See the chapter
5.58 "Transfer Families from One Shepherd to
Another" for details.
To remove families:
A. At the "Shepherd Processing" screen move your
cursor to the shepherd whose families you want
to remove from his care, or use the "Find"
option to locate that shepherd on the screen.
B. Press <Enter> to get to the "Choices" menu.
C. Press <R> to select "Remove Families", and press
<Enter>.
=============================================================
SHEPHERD PROCESSING Page 5.5.12
5.5 Shepherd Processing Page 5.5.13
=============================================================
If you previously assigned families in "Add
Families" to this shepherd a list of families in
the "Tag Families for Removing" window will appear.
D. Use your cursor keys to select all families you
want to remove from this shepherd's care, and
press the <Space-Bar> on each one to tag it.
E. After selecting all the desired families, press
<Enter>.
The information for this shepherd and all the
affected families will now be updated, and you will
be returned to the "Shepherd Processing" screen.
Note: The families you just removed from this
shepherd's care should probably be assigned
to a new shepherd right away, so you don't
loose track of them.
5.558 Transfer All Families from One Shepherd to
Another
==================================================
You may want to transfer all families from one
shepherd to another. For example the current
shepherd needs relief from his many
responsibilities and shepherd member is qualified
to replace him or her in the duties of a shepherd
for his families.
Note: To transfer families to another member of the
congregation who is not a shepherd yet
requires that you first assign him shepherd
status using the <Add> option from the
"Shepherd Processing" screen.
To transfer all families:
A. At the "Shepherd Processing" screen move your
cursor to the shepherd whose families you want
to remove from his care, or use the "Find"
option to locate that shepherd on the screen.
B. Press <Enter> to get to the "Choices" menu.
=============================================================
SHEPHERD PROCESSING Page 5.5.13
5.5 Shepherd Processing Page 5.5.14
=============================================================
C. Press <T> to select "Transfer Families", and
press <Enter>.
A list of shepherds will appear in the "Select
Shepherd" window.
D. Use your cursor keys to select the shepherd to
whom you want to transfer the families, and
press <Enter>.
The information for the old and new shepherds and
all the affected families will now be updated, and
you will be returned to the "Shepherd Processing"
screen.
5.559 Exit the Shepherds Choices Menu
===============================
To exit the choices menu, press the <Esc> key, and
the choice menu will disappear.
5.56 Exit Shepherd Processing
======================
Anywhere in the program, press <Esc> until you see the
"Main Menu".
IMPORTANT: If you were changing information or adding
new information while in "Shepherd
Processing", and while still in the editing
or adding mode pressed <Esc>, all the changed
or added information on that screen will be
lost.
=============================================================
SHEPHERD PROCESSING Page 5.5.14
