CHURCH OFFICE - Training Outline by I94xU31

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									                     FORMATION OFFICE - Training Outline Version 6

I.     Screen Layout
       a. Information
       b. Setup/Admin
       c. Backup/Restore/Test/Fix
       d. Data Sync
       e. Online Resources
       f. Help/Support
       g. Command Row
II.    Family Information
       a. Family Screen Fields
       b. Basic Family Screen Functions
                i. Navigation Box
               ii. Task Box
             iii. Other Tasks
              iv. Adding a Family
               v. Deleting a Family
       c. Sharing Information between PDS Office Programs
III.   Parent/Guardian Information
       a. To Mark a Parent as a Catechist or Student
       b. Parent/Guardian Screen Fields
       c. Parent/Guardian Screen Functions
                i. Navigation Box
               ii. Task Box
             iii. Other Tasks
              iv. Add Parent
               v. Delete Member
IV.    Student Information
       a. Student Screen Fields
       b. Basic Student Screen Functions
                i. Navigation Box
               ii. Task Box
             iii. Other Tasks
              iv. Add Student
               v. Delete Student
V.     Catechist Information
       a. Catechist Screen Fields
       b. Basic Catechist Screen Functions
                i. Navigation Box
               ii. Task Box
             iii. Other Tasks
              iv. Add Catechist
               v. Delete Catechist
VI.    Class Schedules
        a. Class Schedule Screen Fields
        b. Basic Class Schedule Screen Functions
        c. Creating a Class
        d. Correcting Class Dates
                i. Individually
               ii. Multiple
        e. Assigning Class Schedules to Students
        f. Correcting Individual Students
VII.    Quick Postings
        a. General Instructions
                i. Automatic
               ii. Individual
        b. Student Postings
        c. Family Postings
        d. Tuition & Fees Postings
        e. Example – Attendance Posting
VIII.   Tuition & Fees Information
        a. Fund Setup
                i. Activities
               ii. Groups
              iii. Periods
        b. Family Level
                i. Viewing Existing Funds
               ii. Data Entry
                       1. Rates/History/Keywords
                       2. Recap/Totals
                       3. Billing Address
              iii. Other Tasks
        c. Quick Posting Payments
        d. Correcting Fund Information
                i. Individually
               ii. Moving Fund Entries
              iii. Deleting a Batch
        e. Quick Posting Terms and Rates
                i. Automatically
               ii. Individually
        f. Quick Posting Fees
IX.     Dashboard
        a. Dashboard Display
        b. Dashboard Setup
X.      Reporting
        a. Easy Lists
                i. Predefined lists
               ii. Customize View
              iii. Easy Letter
                    1. Label
                    2. Envelope
                    3. Letter
      b. Reports
              i. General Steps for Running Reports
                    1. What type of information
                    2. What format
                    3. What layout
                    4. Printing Options
                    5. Who to print
                            a. Printing All
                            b. Restricting by name or number
                            c. Restricting by Class
                            d. Restricting by Field
                            e. Remembering Restrictions
             ii. Customizing Reports
                    1. Using the Copy Button
                    2. Using the Add Button
                    3. Our Example – creating a sign out sheet with student name, grade level, date of
                        birth, address and a blank column for the parents to sign
                            a. Copy
                            b. Add
XI.   Database Procedures
      a. Backing up Data
              i. Automatic Backups
             ii. Forced Backups
            iii. Non-PDS Backup
      b. Check for Program Updates
      c. Correcting License Information
      d. Keyword Cleanup
      e. Users and Security
              i. Creating Users
             ii. Turning on Security
                           FORMATION OFFICE - Training Guide

I.   Screen Layout – The screen is laid out like Office 2007
     a. Information – This is where all of your data is stored and where you do most of the work Family
              i. Dashboard – this is a statistical breakdown screen
             ii. Student – This holds all the information for the students in the family
              i. Catechist – This holds all the information for the catechists in the family
           iii. Tuition & Fees – this holds all the financial information for the families
            iv. Families – This holds all the family information
             v. Parents & Guardians – this holds all the parent information
            vi. Class Schedules – this is where the class setup information is found
     b. Setup/Admin – this is where some basic setup information is stored
              i. License Info – This shows the church’s registration information. Do not change anything
                 that has a red asterisk next to it since these are hard coded into the program.
             ii. Fund Setup – This stores the organizational information for the funds, the activities that
                 can be posted to, the funds periods that are setup, etc. It’s not accessed all that often
           iii. Users/Passwords – Allows us to setup security for the program.
            iv. Keywords – This stores all the values for drop down lists in the program. You can add,
                 remove, edit and combine values in this section
             v. Setup Options – lets you adjust initial setup options, sacramental options and other items
            vi. View User Log – The log tracks changes that are done inside the program. It’s basically
                 an audit trail. If security is turned on, it tracks by user name.
           vii. System Processes – This lets you make mass changes to name formats and area codes
          viii. Bulk Mailing – lets you setup Bulk Mailing Options – mail has to be CASS certified
     c. Backup/Restore/Test/Fix
              i. Backup Data – lets you backup your data
             ii. Restore Data – lets you restore data
           iii. Backup Options – lets you set Automatic Backup options
            iv. Move to Another Computer – lets you move all the data to another machine
             v. Test – lets you test the program setup
            vi. Fix – lets you fix and re-index the data
           vii. Data Sync – lets you sync with a Diocesan account or a PDS Connects account
     d. Online Resources – lets you check for program updates and other items
     e. Help/Support – lets you view user guides and other items
     f. Command Row – this bar running across the very top of the screen gives you the following
              i. Undo – undo the last text change
             ii. Cut – cut the highlighted text
           iii. Copy – copy the highlighted text
            iv. Paste – paste the copied or cut text
             v. Spell Check – run a spell check
            vi. Print Screen – sends the current screen to the printer
           vii. Calculator – brings up a calculator
          viii. Calendar – brings up a year at a glance calendar
            ix. Screen Configuration – brings up options for sound and background colors
             x. List of Users – brings up a list of people currently using the program
            xi. Help – brings up the help menu
II.   Family Information – Formation Office is used mainly to track three types of information: family,
      member and financial information. Members are broken down into Parents, Students and Catechists.
      All of these types of information are started with the family screen. To have a member or financial
      record, you have to have a family record first. We start by clicking on Information and choosing
      Families. The screen is setup with data showing on the right and various options running down the
      left side. The Data Entry section holds all the family data and the Other Tasks section gives you
      options for viewing, posting, processing and reporting. The basic information is stored on the
      Primary Information Screen
      a. Family Screen Fields
                 i. ID – the Id number is not required for every family but if used, needs to be unique. This
                    is usually the envelope number for the family. If the family does not have an Envelope
                    Number, we recommend starting a range of numbers that is different than your envelopes
                    (ex. 600,000) for those families who don’t want envelopes). The Avail? Button lets you
                    find the next available id number. You can set the program to automatically assign the
                    numbers by using System Processes and ID Number Options. Most Religious Ed
                    programs do not assign a family ID Number
                ii. Inactive – this lets you mark the family as inactive.
              iii. Name – this field is the only other required field for a family. You can click on the three
                    little black dots at the end of the line to pull up the name breakdown box. The
                    information for the head of house gets listed first. The spouse’s information is next. If
                    the last name and title are the same as what you filled in for the head, you can leave those
                    fields blank and just fill in the first name field. The mailing, formal and informal formats
                    are setup automatically. If you want, you can click on them and manually change them.
                    You might need to do this if someone wants to receive mail a different way (ex. Mrs.
                    Carle Ellenberger). When you are adding in a new family, there will be check boxes to
                    automatically add the head and spouse as members. You can set those boxes to be
                    automatically checked by choosing System Processes and Initial Setup.
               iv. Also Visible In – allows you to see if the family is in any other shared database
                v. Date Registered – this is the date the family registered in the program. You can fill it in
                    with today’s date by typing a T. You can also type in a date or click the calendar button.
                    That will pull up a calendar and you can double click on the desired date.
               vi. Family Status – this is a drop down box. The values that are in the list are user defined.
                    To add a new value, just type in what you want. When you press “enter” or click
                    somewhere else, a box will pop up telling you the item isn’t in the list. You’ll have an
                    option to Add to the List. This value will now be available on any other family. The
                    status is used to track the type of family. Some schools use it to say if it’s a Single Parent
                    Family or Mixed Marriage. Others use it to track Valid or Invalid Marriages. The choice
                    is up to the church.
              vii. Left Parish – this is a date field that allows you track when a family leaves. If you fill in
                    a date here, the program will prompt you to mark the family as inactive. Once a family is
                    marked as inactive, the name will be displayed in red. We will talk more about inactive
                    later on.
             viii. Street Address line 1 – this is for the family’s address
               ix. Map button – this pulls up a map of the family’s address. The default type is Google
                    Maps although you can change it by clicking Mapping Preferences. From the page, you
                    can get directions to or from the address.
                x. Address line 2 - this is for an apartment number, complex name, etc.
               xi. City, State – stores the city and state. You can set a default city by clicking Keywords,
                    clicking City and choosing a default city.
  xii. Zip Code – holds the zip information. You can click the three little black dots at the end
       to pull up room for more information. You can fill in the route and delivery point
       information along with longitude and latitude. The CASS information is used for bulk
       mailing. Most families would not know this information. It’s the mailman’s route
       number and what stop you are on his route.
 xiii. Church – this is for the church where the family is registered. For Non-Catholics, usually
       enter Non-Catholic.
  xiv. Geographical Area – this can be used to track where the family is in your parish. Some
       people plot out the address on a map, others use Developments. Most leave it blank
   xv. Email address – this is for the main email address for the family. Each member will have
       room for their own phone numbers and email addresses. You can send email directly out
       of the program. You can send it individually by clicking the yellow envelope at the end
       of the line. You can send multiple emails by using the letter report. Emails can be sent
       either to anyone with an address or just to those who have the box for Prefer Email
       checked. The letters can be restricted by any field in the program
  xvi. Picture – this allows you to link a digital picture to the family. The picture can then be
       displayed in the program. To fill in the link, click the yellow file folder. This will open a
       Windows box and you can choose where the file is. You should always store your
       pictures in the same place on the network where all the users can access them. A good
       place is in the Data folder. Under Data is a folder called Pictures.
 xvii. Remarks - The remarks section lets you store general and confidential remarks. These
       are text boxes and can hold as much info as you would like. The confidential remarks
       section can be restricted by using security in the program. If you are sharing your data
       with Church or School Office, you can choose to share or not share these remarks
xviii. Phone Numbers – you can have as many phone numbers per family as you would like.
       There is room for the number, plus an extension, a description and a checkbox to mark
       the number as unlisted. To add another number, click the Insert button. The first number
       in the list is considered the Primary number.
  xix. Keywords – Keywords are ways of flagging groups of families. For example, you can
       add a keyword of Registered Family 2006-2007 or Returned Census Card. Keywords are
       also stored separately for each program but can be shared. Each family can have as many
       keywords as needed.
   xx. Other Addresses – on the left under Data Entry, click on Other Addresses. This screen
       gives you room to store mailing and alternate addresses. This should only get filled in if
       the family has a different address from the address on the main screen. The program
       defaults to print this address first, then the street address. The alternate address is used if
       the family is down the shore for the summer or goes to Arizona for the winter and they
       tell you the address of where they are going. You can set a date range for when to send
       mail to this address
  xxi. Family Recap – this section only displays information. It will show all the members in
       the family along with their relationship, ID number and age. If the age shows as zero,
       either they have not turned one yet or there’s no date of birth filled in. The middle of the
       screen shows the financial information. It will show any fund setup along with a current
       Paid to Date and Balance. The bottom of the screen shows all the students in the family
       along with their class, room, day and time. To access the detail for any of the
       information, just double click on the line.
 xxii. Letters, Visits Calls – the last section allows the church to track correspondence
       information. Every time you print labels or letters in the program, you are prompted to
       log the letter or label. What that means is that the program will automatically add an
       entry to this screen with the date of the printing and a description of what was printed.
          It’s not a copy of the letter or label, just a note that it was printed. You can also manually
          add in notes here by using the Insert button.
b. Basic Family Screen Functions
       i. Navigation Box
               1. Choose the default way to search by clicking the first drop down arrow
               2. Type in what you want to search for in the white box and press “enter” or click
                   the magnifying glass to run the search
               3. Use the arrows to flip forward or backwards through your families. You can
                   change the search order by clicking on Order By.
               4. Members lets you go to a specific member in the family that’s currently displayed
      ii. Tasks
               1. Save – changes to the data are automatically saved unless you click Cancel. Feel
                   free to click Save as often as you want though
               2. Cancel – removes the last change made if the change has not been saved yet
               3. Add Family – lets you add a new family to the program
               4. Delete Family – lets you delete a family from the program
     iii. Other Tasks
               1. Individual Letter, Label - this allows you to create a letter, label or envelope for
                   the specific family that you have displayed.
               2. Listing Screen – this lets you see all of your families in one big long list. There’s
                   an alphabet running across the top of the screen that lets you jump up or down in
                   the list to the first family whose name starts with that letter. The list is defaulted
                   to show both active and inactive families. You can change that by choosing either
                   Active Families Only or Inactive Families only at the bottom of the screen.
                       a. How to Modify – One of the benefits of the view listing screen is that each
                            user can modify it to match their needs. The Customize View button
                            allows you to choose exactly which fields or columns you want to display.
                            On the right hand side are all the fields you are currently viewing. On the
                            left is every other field in the program. You can move fields back and
                            forth by clicking and dragging them or by highlighting the field and using
                            the arrow buttons in the middle to move them. There’s also an option to
                            change the font size at the top of the screen. If you mess up, don’t’ worry
                            – there is a button called Restore Defaults that returns things to their
                            original settings.
                       b. Individual settings – These settings, like the screen options from earlier
                            are unique to each machine. The program remembers them by machine
                            name so each user can have a different view listing
                       c. Rearranging – The columns can also be manipulated on the actual listing.
                            You can click and size the columns or move their positions by dragging
                            the headers around. Once the screen is laid out as desired, you can also
                            use the Print List button to print the entire list
               3. Reports – this lets you run reports on family information
               4. Quick Posting – this lets you post the same piece of information to multiple
                   families at once
               5. Processes – this lets you make mass changes to multiple families
     iv. Adding a Family
               1. Have the user add a Family – To add a new family, click the Add Family button.
                   This will pull up a blank record. If you are sharing your data with School or
           Church and they have families that you do not have, a screen will be displayed
           showing the families that are not in your data. To use one of these families, click
           on the family name and click Use This Family. You can then choose which
           members in the family you would like to add. The family will then be pulled in.
           This screen will also come up, even if you are not sharing your data but have
           chosen to delete a family and then Keep that information without showing it. If
           you do not want to pull from the list, click Add New Family.
       2. Once the blank screen is up, start filling in the known information. Keep in mind
           that you need to fill in an id number and a name. The rest is optional. However,
           the more information you track, the more data you have for the future. Also,
           when you are filling in the family name, you’ll have those check boxes to add the
           head and spouse. Again, to set those as a default, you can choose Setup/Admin,
           System Processes and Initial Setup.
       3. Once all your information is in, click the Save button at the bottom. If you forget
           to hit Save, don’t worry. The information is automatically saved. The only
           exception is if you hit the Cancel button instead. The Cancel button takes out the
           last change you made.
       4. If you entered Head and Spouse, it will ask if the Head is a Catechist. It will then
           ask if the Spouse is a Catechist. Choose Yes or No, depending on if they are a
           catechist.
v. Deleting a Family – when a family moves away, graduates out or is no longer considered
   active or a part of the school, you have several different options.
       1. Active vs. Inactive – the first option is to mark the family as inactive. You can do
           this by filling in the Left Parish Date which prompts you to mark the family as
           inactive or you can just click the Inactive Check box in the upper right hand
           corner. Once a family is marked as inactive, their name changes to red. Inactive
           families are defaulted to not show up on reports unless specifically requested.
           However, they are displayed in the program, you can pull up their records, make
           corrections, print them, etc. To mark as Active again, simply uncheck the
           Inactive box.
       2. Deleting Records – another option is to delete the family. When you delete a
           family you are removing all of their information from the program. This includes
           any financial and/or member information. You will not be able to print the
           families, view or change their information. You do have two options when you
           are deleting a family. If the family is not in use by any other shared program
           (School or Church), it will ask you if you want to Keep the Information without
           showing it. This is sort of like a Purgatory for your families. They’ve done
           something to get in there but they can come back out again. When you click the
           Add Family button, you’ll see a list of any of the families where you’ve chosen to
           Keep the Information. You can then pull the family back into the program along
           with all their financial and/or member data. If you choose to Not Keep the
           Information, it’s like sending the family to Hell. They are gone along with all of
           their data. There is not a way to pull it back into the program unless you
           physically retype all the information.
       3. How to Handle Families who Move Away – when a family moves out of the
           parish, our recommendation is to fill in the Left Parish data and mark the family
           as inactive. We recommend keeping the family inactive in the program through at
           least the end of the current year. Since deleting a family removes the financial
           records, any end of year reports or tax statements would not include this family.
           After you’ve finished your year end reports and tax statements, you can do a
           Process to Delete Families. You can choose to delete all families who have a Left
                            Parish Date between a certain range and remove the moved families in one fell
                            swoop.
                       4. If Shared data, what happens when inactivating or deleting a family – if you are
                            sharing your data with another program (School or Church), deleting a family will
                            ONLY remove it from Formation Office. The family will stay just as they are in
                            the other program. If you make a family inactive, the default is that they will stay
                            active in the other programs. You can choose to have the other programs change
                            as well by clicking System Processes and Initial Setup, then choose to Share
                            Inactive Flags. We do not recommend this since a family can be active in the
                            school while being inactive in the church or vice versa.
       c. Sharing Information between PDS Office Programs
                i. Formation Office can be shared with School Office and Church Office. This allows us to
                   make changes in any of the programs and have those changes automatically reflected in
                   the other shared programs. So if an address is changed in School, the address is changed
                   immediately in Church and Formation. If sacramental information is posted in
                   Formation, that information is immediately seen in the Church and School programs.
               ii. Family and Member information is shared between all three programs. Funds can be
                   shared but do not have to be shared. General and Confidential Remarks can be shared
                   but the default is to store them separately. It’s the same with Family and Member
                   Keywords.
             iii. When a new family is added into any of the programs, the family can be pulled into the
                   others by using the Add Family button. A family that’s added into Formation Office will
                   not automatically be displayed in School or Church. They need to use the Add Family
                   button.
              iv. When a family is deleted in any of the programs, it will not be removed from the others.
                   Families need to be removed separately from each program.
III.   Parent/Guardian Information – parents living at the address on the family screen are stored in the
       Parents & Guardians section. Parents living at a different address will be listed under the student
       under Contacts. Catechists will have a Parent/Guardian screen even if they do not have any children.
       a. To Mark a Parent as a Catechist or Student – click the box next to Teacher or Student. A dove
          will show up for those marked as catechists, a blue book for students
       b. Parent/Guardian Screen Fields
                i. Name – the parent’s name holds all the pieces. Click the three little black dots at the end
                   of the line to pull up the breakdown box. There’s room for the first, middle, and last
                   names along with the title, suffix, maiden name and nickname. The member name field
                   displays the mailing, formal and informal salutations, just like the family name
               ii. Also Visible In – this will be displayed if the member is shared with any other PDS
                   Office program
             iii. Relationship – this is the member’s relationship to the family (ex. Father, Mother, Son,
                   Granddaughter, etc.). This relationship probably will not change.
              iv. Type – this is the type of member. This list is not customizable. You can choose from
                   Head, Spouse, Adult, Young Adult, Child or Other. The type may need to be adjusted as
                   the member grows.
               v. Student/Teacher box – lets you mark the parent as either a Student or a Teacher
              vi. Grade/Degree – this is for the current level of school or the highest level completed. For
                   members with a high school degree, we recommend using a value of High School Degree
                   and not 12. That way you can distinguish between current seniors and those who are out
                   of high school.
  vii. Gender – the member’s gender can be either Male or Female. There are not any other
       entry choices. The default gender for Head is male. The default gender for Spouse is
       female. The default gender for any other added member is female (it comes first
       alphabetically). A gender must be filled in. If you leave it blank, it will default to
       female.
 viii. Marital Status – a drop down field for the marital status
   ix. Date of Birth – the member’s date of birth. The age is automatically calculated by the
       program based off of today’s date. There is no need to update ages.
    x. Language – this is the primary language for the family. If the member speaks more than
       one language, list the primary language first, then a slash then the other language (ex.
       English/Spanish means English is the primary language. Spanish/English means Spanish
       is the primary language). This can be important if you want to print bilingual letters.
       The language for the Head of House determines the language for Family Letters. The
       language for Member letters is based off of the individual member. There will be more
       information on this is the Reports section.
   xi. Deceased – this is the deceased date. Once this date is filled in, the program will prompt
       you and add an entry to the Sacrament screen, mark the member as deceased and change
       any talents or ministries to No Longer Involved. It also stops the age from calculating.
  xii. Ethnicity – this is for the member’s ethnicity.
 xiii. User Defined Fields – the blank spots found under Ethnicity and Deceased can be used to
       setup 11 user defined fields. That means you can label the fields to track any other
       information you would like. We recommend using Religion as the first field because this
       enable the program to sort by Catholic and Non-Catholic on the Statistical information
       report. The rest can be used however you would like (ex. Occupation, Disabilities,
       School, District, etc.). To setup a field, click Setup/Admin, click Keywords and choose
       User Keywords. You’ll see the list of 11 fields. Fields in use will have the name of the
       field (ex. Religion). Unused fields will be listed as User KW # (ex. User KW 4). Click
       on the field. Fill in the name you want to call it (ex. School) and choose Use for School.
       These 11 fields are shared between all three PDS Office programs. You can choose to
       display or not display the field with the Use for School button.
  xiv. Picture – this allows you to link a digital picture to the member. The picture can then be
       displayed in the program. To fill in the link, click the yellow file folder. This will open a
       Windows box and you can choose where the file is. You should always store your
       pictures in the same place on the network where all the users can access them. A good
       place is in the Data folder. Under that folder is a folder called Pictures.
   xv. Location – a text field normally used to track the location of the occupation
  xvi. Remarks - The remarks section lets you store general and confidential remarks. These
       are text boxes and can hold as much info as you would like. The confidential remarks
       section can be restricted by using security in the program. There is also a Special
       Circumstances section.
 xvii. Keywords – allow you to flag groups of members. Each member can have an unlimited
       number of keywords. Some examples would be Communion Calls, Van Pickup, etc.
xviii. Phone/Emails/Addr – this next section on the left tracks an unlimited number of phone
       numbers and email addresses for the member. It also displays the family contact
       information
  xix. Ministries/Talents – talents are used to track member volunteer information. You can list
       the talent, a status and a start and end date. The status and dates are not required. Each
       member can have as manly talents as needed. Ministries are very similar to talents. The
       difference is that ministries are meant to track organizations as opposed to skills or
           hobbies. Things like Eucharistic Ministers, Lectors, Altar Servers, etc. can be tracked
           here. Just like with Talents, you have the option to track status, start and end dates.
      xx. Family Recap – this is the same screen as on the Family page. It displays the members in
           the family and the financial summary.
     xxi. Volunteer/Prep Classes – this lets you store volunteer information for the parent. For
           example, Chaperones or Car Pool. It also gives room for sacramental prep classes.
    xxii. Safe Environment – this provides space to track both Backgound Check information and
           Other Requirements. You can store information about Finger Print Checks, Criminal
           History Checks, Vertis searches, etc. under Other Requirements, you can store Safe
           Working Environment Class, documentation that’s required, etc. There is room for the
           type of check, the date, result, expiration date and a note.
   xxiii. Letters, Etc. - the last tab allows the church to track correspondence information. Every
           time you print labels or letters in the program, you are prompted to log the letter or label.
           What that means is that the program will automatically add an entry to this screen with
           the date of the printing and a description of what was printed. It’s not a copy of the letter
           or label, just a note that it was printed. You can also manually add in notes here by using
           the Insert button.
c. Parent/Guardian Screen Functions
        i. Navigation Box
               1. Choose the default way to search by clicking the first drop down arrow
               2. Type in what you want to search for in the white box and press “enter” or click
                   the magnifying glass to run the search
               3. Use the arrows to flip forward or backwards through your members. You can
                   change the search order by clicking on Order By.
               4. Members lets you go to a specific member in the family that’s currently displayed
       ii. Tasks
               1. Save – changes to the data are automatically saved unless you click Cancel. Feel
                   free to click Save as often as you want though
               2. Cancel – removes the last change made if the change has not been saved yet
               3. Add Par/Guar – lets you add a new parent to the program
               4. Delete Par/Guar – lets you delete a parent from the program
      iii. Other Tasks
               1. Individual Letter, Label - this allows you to create a letter, label or envelope for
                   the specific parent that you have displayed.
               2. Reassign Member – this allows you to move a parent from its current family and
                   either created a new family record for it (in the case where an adult child is now
                   registering on his own) or add it into a different existing family (moving children
                   after a divorce or putting a newly married couple together). The button allows
                   you to move any contributions associated with that member along as well.
               3. Listing Screen – this lets you see all of your members in one big long list.
                   There’s an alphabet running across the top of the screen that lets you jump up or
                   down in the list to the first member whose name starts with that letter. The list is
                   defaulted to show both active and inactive members. You can change that by
                   choosing either Active Members Only or Inactive Members only at the bottom of
                   the screen.
                        a. How to Modify – One of the benefits of the view listing screen is that each
                            user can modify it to match their needs. The Customize View button
                            allows you to choose exactly which fields or columns you want to display.
                            On the right hand side are all the fields you are currently viewing. On the
                     left is every other field in the program. You can move fields back and
                     forth by clicking and dragging them or by highlighting the field and using
                     the arrow buttons in the middle to move them. Individual settings – These
                     settings, like the screen options from earlier are unique to each machine.
                     The program remembers them by machine name so each user can have a
                     different view listing
                 b. Rearranging – The columns can also be manipulated on the actual listing.
                     You can click and size the columns or move their positions by dragging
                     the headers around. Once the screen is laid out as desired, you can also
                     use the Print List button to print the entire list
        4. Reports – this lets you run reports on member information
iv. Add Parent – to add another parent to the family, click the Add Par/Guard button. It will
    pop up a window displaying the current family. Make sure this is the family you want to
    add the member to and click Add to This Family. A blank screen will now be displayed.
    Fill in the member information. If you are sharing your data and there are members for
    the family that are not displayed in your program, a screen will be displayed after you hit
    the Add button to allow you to pull in one of those members.
 v. Delete Member – just like with our families, members can be marked as inactive and they
    can be deleted. You have several options.
        1. Active vs. Inactive - the first option is to mark the member as inactive. Just click
             the Inactive Check box in the upper right hand corner. Once a member is marked
             as inactive, their name changes to red. Inactive members are defaulted to not
             show up on reports unless specifically requested. However, they are displayed in
             the program, you can pull up their records, make corrections, print them, etc. To
             mark as Active again, simply uncheck the Inactive box.
        2. Deleting Records – another option is to delete the member. When you delete a
             member you are removing all of their information from the program. You will
             not be able to print the members, view or change their information. You do have
             two options when you are deleting a member. If the member is not in use by any
             other shared program (School or Church), it will ask you if you want to Keep the
             Information without showing it. This is sort of like a Purgatory for your
             members. They’ve done something to get in there but they can come back out
             again. When you click the Add Member button, you’ll see a list of any of the
             members in the family where you’ve chosen to Keep the Information. You can
             then pull the member back into the program along with all their data. If you
             choose to Not Keep the Information, it’s like sending the member to Hell. They
             are gone along with all of their data. There is not a way to pull it back into the
             program unless you physically retype all the information.
        3. How to Handle Members who Pass Away – when a member dies, our
             recommendation is to fill in the Deceased date and mark the member as inactive.
        4. If Shared data, what happens when inactivating or deleting a member – if you are
             sharing your data with another program (School or Church), deleting a member
             will ONLY remove it from Formation Office. The member will stay just as they
             are in the other program. If you make a member inactive, the default is that they
             will stay active in the other programs. You can choose to have the other programs
             change as well by clicking System Processes and Initial Setup, then choose to
             Share Inactive Flags. We do not recommend this since a member can be active in
             the school while being inactive in the church or vice versa.
IV.   Student Information – Students are the individual students inside of the family. Each student has
      their own student page. Just like with families, there is a Data Entry Section and an Other Tasks
      Section. The main information is stored on the Detail and Personal screens.
      a. Student Screen Fields
              i. Detail:
                     1. Formation Grade – stores the actual grade level for the Rel Ed program
                     2. List of Sessions – stores the names of the class/session that the student is in
                     3. User Defined Remarks – lets you enter text for four remarks fields. The names of
                         the fields can be customized in Setup/Admin, System Processes and Initial Setup
             ii. Personal:
                     1. Name – the student’s name holds all the pieces. Click the three little black dots at
                         the end of the line to pull up the breakdown box. There’s room for the first,
                         middle, and last names along with the title, suffix, maiden name and nickname.
                         The member name field displays the mailing, formal and informal salutations, just
                         like the family name
                     2. ID Number – students can have their own id number. These numbers come out of
                         the same list as the family numbers so a member needs to have a number different
                         than the family. We recommend using only numbers, not dashes, spaces or
                         letters.
                     3. Also Visible In – this will be displayed if the member is shared with any other
                         PDS Office program
                     4. Relationship – this is the student’s relationship to the family (ex. Father, Mother,
                         Son, Granddaughter, etc.). This relationship probably will not change.
                     5. Type – this is the type of student. This list is not customizable. You can choose
                         from Head, Spouse, Adult, Young Adult, Child or Other. The type may need to
                         be adjusted as the student grows.
                     6. Grade/Degree – this is for the current level of school or the highest level
                         completed. For students with a high school degree, we recommend using a value
                         of High School Degree and not 12. That way you can distinguish between current
                         seniors and those who are out of high school. Please note that you will need to
                         use the Grade Promotion Process to advance grades at the end of each year.
                         There will be more information on that in the Processes section. Please note this
                         grade may be different than the level the student is in for the Religious Ed
                         program.
                     7. Gender – the student’s gender can be either Male or Female. There are not any
                         other entry choices. The default gender for Head is male. The default gender for
                         Spouse is female. The default gender for any other added student is female (it
                         comes first alphabetically). A gender must be filled in. If you leave it blank, it
                         will default to female.
                     8. Marital Status – a drop down field for the marital status
                     9. Date of Birth – the student’s date of birth. The age is automatically calculated by
                         the program based off of today’s date. There is no need to update ages.
                     10. Language – this is the primary language for the student. If the student speaks
                         more than one language, list the primary language first, then a slash then the other
                         language (ex. English/Spanish means English is the primary language.
                         Spanish/English means Spanish is the primary language). This can be important
                         if you want to print bilingual letters. The language for the Head of House
                         determines the language for Family Letters. The language for Student letters is
               based off of the individual student. There will be more information on this is the
               Reports section.
           11. Deceased – this is the deceased date. Once this date is filled in, the program will
               prompt you and add an entry to the Sacrament screen, mark the student as
               deceased and change any talents or ministries to No Longer Involved. It also
               stops the age from calculating.
           12. Ethnicity – this is for the student’s ethnicity.
           13. User Defined Fields – the blank spots found under Ethnicity and Deceased can be
               used to setup 11 user defined fields. That means you can label the fields to track
               any other information you would like. We recommend using Religion as the first
               field because this enable the program to sort by Catholic and Non-Catholic on the
               Statistical information report. The rest can be used however you would like (ex.
               Occupation, Disabilities, School, District, etc.). To setup a field, click
               Setup/Admin, click Keywords and choose User Keywords. You’ll see the list of
               11 fields. Fields in use will have the name of the field (ex. Religion). Unused
               fields will be listed as User KW # (ex. User KW 4). Click on the field. Fill in the
               name you want to call it (ex. School) and choose Use for School. These 11 fields
               are shared between all three PDS Office programs. You can choose to display or
               not display the field with the Use for School button.
           14. Picture – this allows you to link a digital picture to the member. The picture can
               then be displayed in the program. To fill in the link, click the yellow file folder.
               This will open a Windows box and you can choose where the file is. You should
               always store your pictures in the same place on the network where all the users
               can access them. A good place is in the Data folder and under Data is a folder
               called Pictures.
           15. Location – a text field normally used to track the location of the occupation
           16. Remarks - The remarks section lets you store general and confidential remarks.
               These are text boxes and can hold as much info as you would like. The
               confidential remarks section can be restricted by using security in the program.
               There is also a Special Circumstances section.
           17. Keywords – allow you to flag groups of students. Each member can have an
               unlimited number of keywords. Some examples would be Communion Calls,
               Van Pickup, etc.
iii.   Attendance – stores attendance information. Can be entered thru Quick Posting or
       Individually on this tab. Since each student can be in multiple classes, the attendance has
       to contain the name of the session.
iv.    Phone/Emails/Addr – this next section on the left tracks an unlimited number of phone
       numbers and email addresses for the member. It also displays the family contact
       information
 v.    Service and Retreats – can track service hours, class projects, etc.
vi.    Enrollment/Perm. Rec – the top half stores enrollment information. Can be filled out
       when the student first registers or every year of registration. The bottom is automatically
       completed during roll over, stores attendance and session information.
vii.   Sacraments – this holds all the sacramental information for each member.
           1. General tab – this allows you to store the birth place, father and mother for the
               member. Clicking the use Default Values button will fill in the Head and
               Spouse’s information. This is information that is normally printed on sacramental
               certificates.
           2. Date tabs – there are 8 date tabs (Choose System Processes and Sacrament Tab
               Names to adjust the order or dates tracked). Each tab allows you to store the
                    sacrament’s date (ex. 12/15/2006), status (ex. Yes), additional status (ex.
                    Performed Here), performed by (ex. Msgr. Smith), place (St. Denis, Havertown),
                    extra information (sometimes listed as Baptismal Name or Spouse Name), and the
                    sponsor or witness information. The bottom of the screen gives options to Print a
                    certificate (you can choose from predefined certificates or adjust to print onto a
                    preprinted form), fill in notes or delete the record
               3. Date List tab – shows all sacramental information that has been filled in. It also
                    allows you to store any additional dates that you don’t have a tab for (ex.
                    Convalidation, Ordination, Deceased, etc). This screen can be printed as well.
               4. The marriage tab allows a status of widowed and annulled. As many marriages as
                    desired can be filled in for each member.
    viii. Ministries/Talents – talents are used to track member volunteer information. You can list
           the talent, a status and a start and end date. The status and dates are not required. Each
           member can have as manly talents as needed. Ministries are very similar to talents. The
           difference is that ministries are meant to track organizations as opposed to skills or
           hobbies. Things like Eucharistic Ministers, Lectors, Altar Servers, etc. can be tracked
           here. Just like with Talents, you have the option to track status, start and end dates.
      ix. Family Recap – this is the same screen as on the Family page. It displays the students in
           the family and the financial summary.
       x. Contacts – this area lets you list additional contacts for the student. You can track parent
           information, emergency contacts, etc. Each contact can have an address, phone, etc.
           Each contact can also be marked as a Courtesy Copy so when you contact the family or
           student, you can contact this contact as well.
      xi. Safe Environment – this provides space to track both Backgound Check information and
           Other Requirements. You can store information about Finger Print Checks, Criminal
           History Checks, Vertis searches, etc. under Other Requirements, you can store Safe
           Working Environment Class, documentation that’s required, etc. There is room for the
           type of check, the date, result, expiration date and a note.
     xii. Letters, Visits, Etc. - the last tab allows the church to track correspondence information.
           Every time you print labels or letters in the program, you are prompted to log the letter or
           label. What that means is that the program will automatically add an entry to this screen
           with the date of the printing and a description of what was printed. It’s not a copy of the
           letter or label, just a note that it was printed. You can also manually add in notes here by
           using the Insert button.
b. Basic Student Screen Functions
        i. Navigation Box
               1. Choose the default way to search by clicking the first drop down arrow
               2. Type in what you want to search for in the white box and press “enter” or click
                    the magnifying glass to run the search
               3. Use the arrows to flip forward or backwards through your members. You can
                    change the search order by clicking on Order By.
               4. Members lets you go to a specific member in the family that’s currently displayed
       ii. Tasks
               1. Save – changes to the data are automatically saved unless you click Cancel. Feel
                    free to click Save as often as you want though
               2. Cancel – removes the last change made if the change has not been saved yet
               3. Add Student – lets you add a new student to the program
               4. Delete Student – lets you delete a student from the program
     iii. Other Tasks
        1. Individual Letter, Label - this allows you to create a letter, label or envelope for
             the specific member that you have displayed.
        2. Reassign Student – this allows you to move a student from its current family and
             either created a new family record for it (in the case where an adult child is now
             registering on his own) or add it into a different existing family (moving children
             after a divorce or putting a newly married couple together). The button allows
             you to move any contributions associated with that member along as well.
        3. Listing Screen – this lets you see all of your students in one big long list. There’s
             an alphabet running across the top of the screen that lets you jump up or down in
             the list to the first member whose name starts with that letter. The list is defaulted
             to show both active and inactive students. You can change that by choosing
             either Active Members Only or Inactive Members only at the bottom.
                 a. How to Modify – One of the benefits of the view listing screen is that each
                      user can modify it to match their needs. The Customize View button
                      allows you to choose exactly which fields or columns you want to display.
                      On the right hand side are all the fields you are currently viewing. On the
                      left is every other field in the program. You can move fields back and
                      forth by clicking and dragging them or by highlighting the field and using
                      the arrow buttons in the middle to move them.
                 b. Rearranging – The columns can also be manipulated on the actual listing.
                      You can click and size the columns or move their positions by dragging
                      the headers around. Once the screen is laid out as desired, you can also
                      use the Print List button to print the entire list
        4. Easy Lists – this lets you pull up very simple lists for pre-defined criteria like
             class lists, ministries, sacraments or ages. Letters and Labels can also be created
             from here
        5. Reports – this lets you run reports on student information
        6. Quick Posting –lets you post the same piece of info to multiple students at once
        7. Processes – this lets you make mass changes to multiple students
iv. Add Student – to add another student to the family, click the Add Student button. It will
    pop up a window displaying the current family. Make sure this is the family you want to
    add the student to and click Add to This Family. A blank screen will now be displayed.
    Fill in the student information. If you are sharing your data and there are students for the
    family that are not displayed in your program, a screen will be displayed after you hit the
    Add button to allow you to pull in one of those students.
 v. Delete Student – just like with our families, students can be marked as inactive and they
    can be deleted. You have several options.
        1. Active vs. Inactive - the first option is to mark the student as inactive. Just click
             the Inactive Check box in the upper right hand corner. Once a student is marked
             as inactive, their name changes to red. Inactive students are defaulted to not show
             up on reports unless specifically requested. However, they are displayed in the
             program, you can pull up their records, make corrections, print them, etc. To
             mark as Active again, simply uncheck the Inactive box.
        2. Deleting Records – another option is to delete the student. When you delete a
             student you are removing all of their information from the program. You will not
             be able to print the students, view or change their information. You do have two
             options when you are deleting a student. If the student is not in use by any other
             shared program (School or Church), it will ask you if you want to Keep the
             Information without showing it. This is sort of like a Purgatory for your students.
             They’ve done something to get in there but they can come back out again. When
                        you click the Add Student button, you’ll see a list of any of the students in the
                        family where you’ve chosen to Keep the Information. You can then pull the
                        student back into the program along with all their data. If you choose to Not
                        Keep the Information, it’s like sending the student to Hell. They are gone along
                        with all of their data. There is not a way to pull it back into the program unless
                        you physically retype all the information.
                    3. If Shared data, what happens when inactivating or deleting a student – if you are
                        sharing your data with another program (School or Church), deleting a student
                        will ONLY remove it from Formation Office. The student will stay just as they
                        are in the other program. If you make a student inactive, the default is that they
                        will stay active in the other programs. You can choose to have the other programs
                        change as well by clicking System Processes and Initial Setup, then choose to
                        Share Inactive Flags. We do not recommend this since a student can be active in
                        the school while being inactive in the church or vice versa.
V.   Catechist Information – Catechists are the individual catechists inside of the family. Each catechist
     has their own catechist page. Just like with families, there is a Data Entry Section and an Other
     Tasks Section. The main information is stored on the General Information and Personal screens.
     a. Catechist Screen Fields
             i. General Information
                    1. Position – the regular position in the program (ex. Catechist, Volunteer, Aide)
                    2. Date Started – the date they first started
                    3. Experience – text box for any remarks about their experience
                    4. Remarks – text box for any remarks
            ii. Personal:
                    1. Name – the catechist’s name holds all the pieces. Click the three little black dots
                        at the end of the line to pull up the breakdown box. There’s room for the first,
                        middle, and last names along with the title, suffix, maiden name and nickname.
                        The member name field displays the mailing, formal and informal salutations, just
                        like the family name
                    2. ID Number – catechists can have their own id number. These numbers come out
                        of the same list as the family numbers so a member needs to have a number
                        different than the family.
                    3. Relationship – this is the catechist’s relationship to the family (ex. Father, Mother,
                        Son, Granddaughter, etc.). This relationship probably will not change.
                    4. Type – this is the type of catechist. This list is not customizable. You can choose
                        from Head, Spouse, Adult, Young Adult, Child or Other. The type may need to
                        be adjusted as the catechist grows.
                    5. Teacher check box – marks the catechist as a catechist. Unchecking will take the
                        member out of the catechist section.
                    6. Grade/Degree – this is for the current level of school or the highest level
                        completed. For catechists with a high school degree, we recommend using a
                        value of High School Degree and not 12. That way you can distinguish between
                        current seniors and those who are out of high school.
                    7. Gender – the catechist’s gender can be either Male or Female. There are not any
                        other entry choices. The default gender for Head is male. The default gender for
                        Spouse is female. The default gender for any other added catechist is female (it
                        comes first alphabetically). A gender must be filled in. If you leave it blank, it
                        will default to female.
                    8. Marital Status – a drop down field for the marital status
           9. Date of Birth – the catechist’s date of birth. The age is automatically calculated
               by the program based off of today’s date. There is no need to update ages.
           10. Language – this is the primary language for the catechist. If the catechist speaks
               more than one language, list the primary language first, then a slash then the other
               language (ex. English/Spanish means English is the primary language.
               Spanish/English means Spanish is the primary language). This can be important
               if you want to print bilingual letters. The language for the Head of House
               determines the language for Family Letters. The language for Catechist letters is
               based off of the individual catechist. There will be more information on this is the
               Reports section.
           11. Deceased – this is the deceased date. Once this date is filled in, the program will
               prompt you and add an entry to the Sacrament screen, mark the catechist as
               deceased and change any talents or ministries to No Longer Involved. It also
               stops the age from calculating.
           12. Ethnicity – this is for the catechist’s ethnicity.
           13. User Defined Fields – the blank spots found under Ethnicity and Deceased can be
               used to setup 11 user defined fields. That means you can label the fields to track
               any other information you would like. We recommend using Religion as the first
               field because this enable the program to sort by Catholic and Non-Catholic on the
               Statistical information report. The rest can be used however you would like (ex.
               Occupation, Disabilities, School, District, etc.). To setup a field, click
               Setup/Admin, click Keywords and choose User Keywords. You’ll see the list of
               11 fields. Fields in use will have the name of the field (ex. Religion). Unused
               fields will be listed as User KW # (ex. User KW 4). Click on the field. Fill in the
               name you want to call it (ex. School) and choose Use for School. These 11 fields
               are shared between all three PDS Office programs. You can choose to display or
               not display the field with the Use for School button.
           14. Picture – this allows you to link a digital picture to the member. The picture can
               then be displayed in the program. To fill in the link, click the yellow file folder.
               This will open a Windows box and you can choose where the file is. You should
               always store your pictures in the same place on the network where all the users
               can access them. A good place is in the Data folder. Under that folder is a folder
               called Pictures.
           15. Location – a text field normally used to track the location of the occupation
           16. Remarks - The remarks section lets you store general and confidential remarks.
               These are text boxes and can hold as much info as you would like. The
               confidential remarks section can be restricted by using security in the program.
               There is also a Special Circumstances section.
           17. Keywords – allow you to flag groups of catechists. Each member can have an
               unlimited number of keywords. Some examples would be Communion Calls,
               Van Pickup, etc.
iii.   Phone/Emails/Addr – this next section on the left tracks an unlimited number of phone
       numbers and email addresses for the member. It also displays the family contact
       information
iv.    Schedule – stores the sessions the catechist is involved with and the position in each
 v.    Certification – tracks levels of certification and what classes have been completed. To
       setup certification information, click Setup/Admin, click System Processes and choose
       Certification Requirements
vi.    School – tracks high school, undergraduate and graduate schooling for the catechist
     vii. Attendance – stores attendance information. Can be entered thru Quick Posting or
           individually on this tab.
    viii. History – tracks what sessions the catechist has been involved with and the position in
           each
      ix. Ministries/Talents – talents are used to track member volunteer information. You can list
           the talent, a status and a start and end date. The status and dates are not required. Each
           member can have as manly talents as needed. Ministries are very similar to talents. The
           difference is that ministries are meant to track organizations as opposed to skills or
           hobbies. Things like Eucharistic Ministers, Lectors, Altar Servers, etc. can be tracked
           here. Just like with Talents, you have the option to track status, start and end dates.
       x. Family Recap – this is the same screen as on the Family page. It displays the catechists
           in the family and the financial summary.
      xi. Contacts – this area lets you list additional contacts for the catechist. You can track
           parent information, emergency contacts, etc. Each contact can have an address, phone,
           etc. Each contact can also be marked as a Courtesy Copy so when you contact the family
           or catechist, you can contact this contact as well.
     xii. Safe Environment – this provides space to track both Background Check information
           and Other Requirements. You can store information about Finger Print Checks, Criminal
           History Checks, Vertis searches, etc. under Other Requirements, you can store Safe
           Working Environment Class, documentation that’s required, etc. There is room for the
           type of check, the date, result, expiration date and a note.
    xiii. Letters, Visits, Etc. - the last tab allows the church to track correspondence information.
           Every time you print labels or letters in the program, you are prompted to log the letter or
           label. What that means is that the program will automatically add an entry to this screen
           with the date of the printing and a description of what was printed. It’s not a copy of the
           letter or label, just a note that it was printed. You can also manually add in notes here by
           using the Insert button.
b. Basic Catechist Screen Functions
        i. Navigation Box
               1. Choose the default way to search by clicking the first drop down arrow
               2. Type in what you want to search for in the white box and press “enter” or click
                    the magnifying glass to run the search
               3. Use the arrows to flip forward or backwards through your members. You can
                    change the search order by clicking on Order By.
               4. Members lets you go to a specific member in the family that’s currently displayed
       ii. Tasks
               1. Save – changes to the data are automatically saved unless you click Cancel. Feel
                    free to click Save as often as you want though
               2. Cancel – removes the last change made if the change has not been saved yet
               3. Add Member – lets you add a new member to the program
               4. Delete Member – lets you delete a member from the program
     iii. Other Tasks
               1. Individual Letter, Label - this allows you to create a letter, label or envelope for
                    the specific member that you have displayed.
               2. Reassign Catechist – this allows you to move a member from its current family
                    and either created a new family record for it (in the case where an adult child is
                    now registering on his own) or add it into a different existing family (moving
                    children after a divorce or putting a newly married couple together). The button
                    allows you to move any contributions associated with that member along as well.
        3. Listing Screen – this lets you see all of your members in one big long list.
           There’s an alphabet running across the top of the screen that lets you jump up or
           down in the list to the first member whose name starts with that letter. The list is
           defaulted to show both active and inactive members. You can change that by
           choosing either Active Members Only or Inactive Members only at the bottom of
           the screen.
        4. Reports – this lets you run reports on member information
iv. Add Catechist – to add another catechist to the family, click the Add Catechist button. It
    will pop up a window displaying the current family. Make sure this is the family you
    want to add the catechist to and click Add to This Family. A blank screen will now be
    displayed. Fill in the catechist information. If you are sharing your data and there are
    catechists for the family that are not displayed in your program, a screen will be
    displayed after you hit the Add button to allow you to pull in one of those catechists.
 v. Delete Catechist – just like with our families, catechists can be marked as inactive and
    they can be deleted. You have several options.
        1. Active vs. Inactive - the first option is to mark the catechist as inactive. Just click
           the Inactive Check box in the upper right hand corner. Once a catechist is marked
           as inactive, their name changes to red. Inactive catechists are defaulted to not
           show up on reports unless specifically requested. However, they are displayed in
           the program, you can pull up their records, make corrections, print them, etc. To
           mark as Active again, simply uncheck the Inactive box.
        2. Deleting Records – another option is to delete the catechist. When you delete a
           catechist you are removing all of their information from the program. You will
           not be able to print the catechists, view or change their information. You do have
           two options when you are deleting a catechist. If the catechist is not in use by any
           other shared program (School or Church), it will ask you if you want to Keep the
           Information without showing it. This is sort of like a Purgatory for your
           catechists. They’ve done something to get in there but they can come back out
           again. When you click the Add Catechist button, you’ll see a list of any of the
           catechists in the family where you’ve chosen to Keep the Information. You can
           then pull the catechist back into the program along with all their data. If you
           choose to Not Keep the Information, it’s like sending the catechist to Hell. They
           are gone along with all of their data. There is not a way to pull it back into the
           program unless you physically retype all the information.
        3. If Shared data, what happens when inactivating or deleting a catechist – if you are
           sharing your data with another program (School or Church), deleting a catechist
           will ONLY remove it from Formation Office. The catechist will stay just as they
           are in the other program. If you make a catechist inactive, the default is that they
           will stay active in the other programs. You can choose to have the other programs
           change as well by clicking System Processes and Initial Setup, then choose to
           Share Inactive Flags. We do not recommend this since a catechist can be active in
           the school while being inactive in the church or vice versa.
VI.   Class Schedules – class schedules are created for each separate class or session. If you have five
      sections of grade 1, you should have five separate classes setup. Just like with families, there is a
      Data Entry Section and an Other Tasks Section. The main information is stored of the Session
      Information screen.
      a. Class Schedule Screen Fields
                i. Session Name – the name for the session. This needs to be unique for each session (ex.
                   1A Tuesday)
               ii. Year/Period – this says which year or period the class is meeting (ex. 2008/2009)
             iii. Grade Level – this is the main grade for the level (ex. 1)
              iv. Class Size Cap – this sets a maximum number of students for the class
               v. Catechists – this lets you list the catechists for this class. Each catechist has a position
                   assigned. This should be the position for this class
              vi. Class Time – the time range that the class meets (ex. 06:00 PM – 07:00 PM)
             vii. Room – the room the class meets in (ex. 22)
            viii. Starting Date – the first date of class
              ix. Ending Date – the last date of class
               x. Set Frequency – lets you set how often the class meets. If this is not setup, you can’t
                   track attendance for the class
              xi. Calculate Days Present – the program assumes the student is present unless they are
                   marked as absent
             xii. Min Attendance – students will be listed as not passing until the number of days listed is
                   reached
            xiii. Class Dates – lets you add or remove dates that the class will be meeting
            xiv. Class List – displays all the students assigned to this class
      b. Basic Class Schedule Screen Functions
                i. Navigation Box
                       1. Choose the default way to search by clicking the first drop down arrow
                       2. Type in what you want to search for in the white box and press “enter” or click
                           the magnifying glass to run the search
                       3. Use the arrows to flip forward or backwards through your members. You can
                           change the search order by clicking on Order By.
               ii. Tasks
                       1. Save – changes to the data are automatically saved unless you click Cancel. Feel
                           free to click Save as often as you want though
                       2. Cancel – removes the last change made if the change has not been saved yet
                       3. Add Class – lets you add a new class to the program
                       4. Delete Class – lets you delete a class from the program
             iii. Other Tasks
                       1. Copy Existing Schedule – lets you copy one class to create a new class
                       2. Listing Screen – this lets you see all of your classes in one big long list.
                       3. Reports – this lets you run reports on class information
      c. Creating a Class
                i. Click Add Class
               ii. Give the class a name (ex. 1A Wednesday) Each session name should be unique and
                   should be something identifiable
             iii. Fill in any known information about the class
              iv. When finished, click Save
d. Correcting Class Dates – the program will assign the dates based off your start date, end date and
   frequency.
         i. Individually – To make corrections to a specific class:
                1. Pull up the class
                2. Choose the Class Dates tab
                3. Uncheck any dates class will not meet.
                4. Use the Insert button to add in additional dates
        ii. Multiple – to make corrections to a group of classes:
                1. Click Processes
                2. Click Reassign Dates and Times
                3. Click Automatic and click Next
                4. Click to add a new condition
                5. Click the black arrow next to Class and choose Name
                6. Click “is equal to” and choose “is in list”
                7. Click the blank line and choose the classes to change. Please note, you should
                    only choose classes together that have the exact same schedule (don’t pick a
                    Tuesday class and a Wednesday class at the same time)
                8. Click Next
                9. Fill in any desired class information on the top of the screen
                10. Fill in the class frequency
                11. Make any corrections
                12. Click Next
                13. Check the list of chosen classes
                14. Click Next and click Finish
e. Assigning Class Schedules to Students
         i. Click Students
        ii. Click Quick Postings
      iii. Choose Classes or Sessions
       iv. Choose Individual to enter by name
        v. Click Next
       vi. Fill in the class
      vii. On the bottom of the screen, choose the desired student
                1. You can type the name starting with the last name (ex. Jones,Samantha). Please
                    note a comma is used to separate first and last names and there is not a space
                2. You can also click the arrow at the end of the line to drop down a complete list of
                    names
     viii. Once the correct student is displayed, click Add Student to List
       ix. Click Next
        x. A list of the selected students will be displayed
       xi. Check your list and click Next
      xii. Check your print options as desired and click Finish
f. Correcting Individual Students
         i. Click Students
        ii. Pull up the desired student
      iii. Make sure you’re on the Detail screen and make any desired Changes
       iv. Click Save
VII.   Quick Postings – Quick Postings let you take the same or similar pieces of information and apply
       them to multiple people at the same time. It’s a time saver for your data entry. Quick Posting
       options are found under Students, Families and Tuition & Fees
       a. General Instructions – Quick Postings can be done automatically (meaning for a group of
           members chosen by field) or individually (chosen individually by name or number). Which you
           choose depends on if the information is different for each member and if there’s something that
           ties together the members you want to post to.
                i. Automatic
                       1. Choose the type of data (ex. Student)
                       2. Click Quick Postings
                       3. Choose the Quick Posting category (ex. Dates)
                       4. Choose Automatic and click Next
                       5. The Selection screen will be displayed
                       6. To use a saved selection,
                               a. Look in the list of Selections
                               b. Click on the desired selection
                       7. To select multiple students by name
                               a. Choose the Student Selections tab
                               b. Tag the boxes next to the desired students
                       8. To select multiple students by field or value
                               a. Choose the Additional Selections tab
                               b. Click to add your condition
                               c. Choose the screen your field is on (ex. Sched)
                               d. Choose your field (ex. Session Name)
                               e. Choose your relationship – the default is “is equal to” (ex. is equal to)
                               f. Choose your value – the default is a blank line (ex. 1A Wednesday)
                               g. Repeat b-f to add in another conditions
                       9. To save selections for future use
                               a. After your selections are made, click on the Selection Information Tab
                               b. Under the List of Selections, click the Save Button
                               c. A selection will show up called New Selection
                               d. Fill in a name and description
                               e. Click Save again
                               f. The selection will now be available on reports and other quick postings
                       10. Click Next
                       11. Fill in the information you want to post. To fill in the info individually for each
                           student, leave the screen blank
                       12. Click Next
                       13. A grid will be displayed with all matching students
                       14. Correct or fill in any desired information
                       15. Click Next
                       16. Check your print options
                       17. Click Finish
                       18. If you chose to print, click OK to print
               ii. Individual
                       1. Choose the type of data (ex. Student)
              2.   Click Quick Postings
              3.   Choose the Quick Posting category (ex. Dates)
              4.   Choose Individual and click Next
              5.   Fill in the information you want to post on the top of the screen
              6.   On the bottom of the screen, choose the desired family or member
                       a. You can type the name starting with the last name (ex. Jones,Samantha).
                            Please note a comma is used to separate first and last names and there is
                            not a space
                       b. You can also click the arrow at the end of the line to drop down a
                            complete list of names
               7. Once you have the correct family/member on the screen, click Add Student to List
                   (this may say Add Family or Add Catechist)
               8. Repeat 6-7 until you have added in all the desired information
               9. Click Next
               10. A grid will be displayed with all the chosen family/members
               11. Correct or fill in any desired information
               12. Click Next
               13. Check your print options
               14. Click Finish
               15. If you chose to print, click OK to print
b. Student Postings
        i. Dates – posts sacramental information
       ii. Grade Levels – posts grades for either school grade or formation grade
      iii. Talents – posts talent information
      iv. Ministries – posts ministry information
       v. Classes or Sessions – posts the class or session the student is assigned to
      vi. Hours of Service/Retreats – posts Service/Retreat information
     vii. Attendance – posts attendance by name or class list for a chosen date
    viii. Student Activities – posts activities to students
      ix. Student Keywords – posts keywords to the student screen
       x. User Defined Keywords – posts any user defined field on the Personal Information tab
           for students along with marital status, language, ethnicity and location
      xi. Pictures – posts a file location for a student’s picture
     xii. Background Check – posts background check information. Allows postings to students,
           catechists and parents/guardians
    xiii. Legal Requirements – posts legal requirement information. Allows postings to students,
           catechists and parents/guardians
c. Family Postings
        i. Area Posting – posts geographical areas on family screen
       ii. Family Keywords – posts keywords to the family screen
      iii. Family Pictures – posts a file location for a family’s picture
      iv. Volunteer Areas – posts volunteer information to the parent/guardian screens
       v. Preparation Class Attendance – posts attendance info to the Prep Class screen for parents
d. Tuition & Fees Postings
        i. Payment/Donations – posts payments to the family
       ii. Electronic Fund Transfer – creates files for EFT companies and posts EFT info
      iii. Check Status – works with Quancom to check on previously created batches
      iv. Post Family Fees – posts fees family by family
       v. Post Student Fees – posts fees student by student
      vi. Pledge Card Entry – posts pledge information or tuition information
     vii. Terms/Rates – posts term and rate information
    viii. Fund Keywords – posts fund keywords
e. Example – Attendance – while Presents can be posted, attendance is normally posted only for
   absent or tardy students
        i. Click Students
       ii. Click Quick Postings
      iii. Choose Attendance
      iv. Choose Entry Method
               1. Individual Names
                      a. Choose Individual Names and click Next
                      b. Fill in the date for attendance
                      c. Choose the student by name or ID Number
                               i. You can type the name starting with the last name (ex.
                                  Jones,Samantha). Please note a comma is used to separate first
                                  and last names and there is not a space
                              ii. Click the arrow at the end of the line to drop down a list of names
                      d. Fill in the attendance information – all of this information can be revised
                          later on the student’s attendance tab
                               i. Class/Session Name – the class missed
                              ii. Type – Absent, Tardy Unexcused, etc.
                             iii. Days – number of days. (ex. 1, .5)
                             iv. Reason – reason for absence (ex. Ill)
                      e. Click Add Student To List
                      f. Repeat c thru e until all desired students are entered
                      g. Click Next
                      h. Check your list of students and click Next
                      i. Check your print options and click Finish
               2. Class List
                      a. Choose View an Entire Class List and click Next
                      b. Choose the class by picking the class name
                      c. Fill in the attendance information – all of this information can be revised
                          later on the student’s attendance tab
                               i. Date – date of absence
                              ii. Type – Absent Excused, Tardy Unexcused, Half Day, etc.
                             iii. Days – number of days. (ex. 1, .5)
                             iv. Reason – reason for absence (ex. Ill)
                      d. Click Next
                      e. A list will be displayed with all the selected students
                      f. Tag the box next to the name to post the attendance info for student
                      g. If desired, adjust the attendance information on any student’s line
                      h. Click Next
                      i. Check your print options and click Finish
VIII.   Tuition & Fees Information – Tuition is setup on a program level and a family level. The program
        level lets you setup the funds, activities and periods. The family level lets you assign the fund and
        post the payments, setup terms and rates, etc. We’ll start with the program level. This is found by
        choosing Setup/Admin and choosing Fund Setup
        a. Fund Setup – This lets us see how a fund has been setup. The program can handle up to a two
            digit fund number. The number can contain both numbers and letters which allows for over 100
            funds to be created. Each fund can have an unlimited number of activities and periods.
                  i. Activities – The activities are the items that you actually post to. They can have a
                     function of a payment, charge, credit, etc. You can be specific (ex. Immaculate
                     Conception) or more generic (Holy Days) with your activities.
                 ii. Groups – these are ways of organizing the activities inside of the fund. You can have as
                     many groups as desired. These are very helpful in tuition funds to organize different
                     types of charges (a group for registration fees, one for tuition, one for technology fees,
                     etc.) Each group for fees should have a charge, a payment and a balance activity
               iii. Periods – the periods are the groupings of dates. These should be at least one year long
                     although they can be longer in the case of a capital campaign. They can run on the
                     calendar year or on your tuition schedule (ex. August to July). Once a new period is
                     added, you can continue to post to previous periods as well as see the detail and run
                     reports.
                iv. Changes made on this screen affect the entire program. If you delete an activity, it
                     removes it from every family screen. If you delete a period, any contribution posted to
                     the period is deleted as well.
        b. Family Level – you can view the funds by clicking Information and then choosing Tuition &
            Fees. It will display the first fund setup for the family.
                  i. Viewing Existing Funds –To change the fund you’re viewing click on the Funds Used
                     button and choose the desired fund and period
                 ii. Data Entry – there are several different screens of financial information. The only one
                     where you can’t make changes is the Recap/Totals screen
                         1. Rates/History/Keywords – the Rates section on the top half allows you to setup a
                             recurring charge or payment for the fund. It’s used for capital campaigns, tuition
                             and stewardship pledges. It also has room to enter Electronic Fund Transfer
                             information for either Credit Cards or Bank Information. You can use the Hide
                             Rates button to hide this information. The lower half of this screen allows you to
                             see the line by line entries for the family. It also displays the two fund keywords.
                             You can correct posting mistakes here. You can also add in contribution entries
                             with the Insert button.
                         2. Recap/Totals – this screen totals up the contributions for you. It is defaulted to
                             show a Year to Date Total but can be changed to show a Grand Total by using the
                             option at the top of the screen. It breaks down the totals by group and activity on
                             the right side. It also lists the frequency for each activity along with the total
                             amount. The right half of the screen breaks down the donations by month,
                             showing a due and paid for each month in the period. Scroll down to see
                             additional months if the period is longer than one year
                         3. Billing Address – this allows you to set a different address from the family
                             address for statements.
               iii. Other Tasks
                         1. View/Print – this lets you print out detail or summary information for one fund
                             period, one fund or multiple funds for the chosen family
                         2. Fund Filter – found under Other Tasks, this allows you to limit the arrow buttons
                             to only flip thru families who have the chosen fund and period setup. For
                   example, instead of clicking through all your families, you can use a filter to view
                   just the ones with the tuition fund setup. Click on the Filter button again and
                   choose Clear Filter to remove the filter
                3. Listing Screen – displays a list of all the families in the program
                4. Reports – gives you access to all the financial reports
                5. Quick Posting – while you can enter contributions on each family’s screen, you
                   can use the Quick Posting screen to enter multiple contributions, post terms and
                   rates or assign fees.
                6. Processes – lets you correct a batch, delete a batch, advance for the new year and
                   carry forward balances
c. Quick Posting Payments – while you can enter contributions on each family’s screen, you can
   use the Quick Posting screen to enter multiple contributions. This is much easier and faster. To
   post
        i. From the Tuition & Fees screen, Click Quick Posting
       ii. Click Payments/Donations
      iii. The options screen will come up. You want to check out your options
      iv. The first section allows you to choose how you want to enter the contributions. I
           normally leave this set to ID Number and Name. It lets you fill in either an envelope
           number or the family’s name which is helpful when switching back and forth between
           envelopes and checks.
       v. The second section allows you to choose some additional items to post to. Most of the
           time, you do not want to fill in a comment or print a receipt so these boxes are normally
           left unchecked
      vi. The third section allows you to choose what to repeat from the previous entry. This is a
           time saver so you don’t need to keep repeating the same information on every line. If
           you sort your envelopes by amount, choose the amount option. Otherwise, it normally
           stays unchecked. The others normally are checked.
     vii. The next section allows you to hear vocal confirmation. This will only work if you have
           speakers hooked up to your machine and the sound turned on. This can slow down your
           posting time
    viii. Underneath, you can choose to print receipts for every entry and to total ID numbers
      ix. Next, you can choose to transfer the batch totals to Ledger if you use that program
       x. The last section allows you to choose Active, Inactive or both. We recommend leaving
           this at Active and Inactive.
      xi. Click Use/OK
     xii. The posting screen will appear. Enter the following information from the first envelope
                1. fund Number – (ex. 1)
                2. Fund Year – (ex. 06)
                3. Date (ex. 09/10/2006)
                4. Activity – (ex. Pmt/Tuition)
                5. Id Number or name – (ex. 600016 or Bowles,Robert) the name always starts with
                   the last name, then a comma then the first name
                6. Amount – amount of the payment (ex. 250) You do not need to use decimals
                   unless there was change
    xiii. When finished, press enter. Everything will refill except the env number and amount
     xiv. Enter each payment the envelope number or name and amount
      xv. The View History button will show everything posted to the chosen family for the chosen
           fund
     xvi. Use Change Address or Add/Change Rates to update information
    xvii. You can use the Options button to go back to your posting options
   xviii. The Print button lets you print out the batch before you post it
      xix. You can use the Save button to Save the screen as is.
       xx. Use the Finish Later button to exit WITHOUT posting. It will save the batch so you can
            come back in later and continue. When you choose Finish Later, you can close the
            program and the machine. The next time you choose Payments and Donations, it will
            show you the unposted batch. From there, you can choose to Delete and start over, you
            can add a new batch and ignore this one or you can Use the Existing batch and finish it.
      xxi. When finished, click Post to Families and members
     xxii. Click Yes to post
    xxiii. If desired, choose Yes to print information
                 1. Choose printing options and click OK.
                 2. If chosen, the Quick Posting Report will pop up. Click Print and OK
                 3. If chosen, the Quick Posting Receipt will pop up
                 4. Check your letter options and click Preview. Click Print and OK
                 5. Choose to Log or Not Log your letters
d. Correcting Fund Information – when you are posting contributions, there are three types of
   mistakes that get made: individual, repetitive and the I have no idea what happened. While you
   are still on the posting grid, you can make any changes you want. After you post, you have three
   options for correcting the mistakes. Batch reports can always be reprinted after the fact and will
   reflect any changes made after postings. Also the changes are recorded on the Log of User
   Activity for Auditing purposes.
         i. Individually – this is where you make a unique mistake. You posted $25 to a family and
            it should have been $20. You can go to Families, use the Navigation box and pull up the
            family screen, Click Tuition & Fees and correct the entry
        ii. Moving Fund Entries – this is where you made the same mistake the whole way thru the
            batch. You posted it to the 12th and it should have been for the 11th. You can use
            Processes and Move Fund Entries to correct the entire batch at once.
       iii. Deleting a Batch – this is where you have no idea what happened, you just know it’s
            wrong. Processes and Delete Batch lets you wipe out an entire batch at once.
e. Quick Posting Terms and Rates – terms and rates are setup individually for each family. They
   can be entered in a batch though, rather than filling them in on the family’s terms/rates tab. You
   can assign terms automatically (based on the number of students, keywords, etc.) or by name
         i. Automatically – from Tuition & Fees
                 1. Click Quick Postings
                 2. Click Terms and Rates
                 3. Choose Automatic Entry and Click Next
                 4. Click to add a new condition and enter your condition (see below as example)
                        a. Click the black arrow next to Fam
                        b. Click Number of Students
                        c. Click blank line and enter the number (ex. 1)
                 5. Choose Active and Inactive and click Next
                 6. Fill in at least identifier, period, charge, terms, rate and total
                 7. Click Next
                 8. It will display the list of all families with the number of students chosen in step 5
                 9. Go through the list and make any needed corrections to the family’s tuition info.
                 10. To not post to a family, uncheck the box next to the name
                 11. When finished, click Next
                 12. Check your print options and click Finish
        ii. Individually
                 1. Click Quick Postings
                 2. Click Terms and Rates
                 3. Select Individual Entry Method and click next
                     4. Select the Fund and Identifier (ex. 1 and 06)
                     5. Check the Billing Period (ex. 08/01/2006 thru 05/31/2007)
                     6. Fill in either the Family Name or ID/Envelope
                     7. Check the recurring charge (ex. Tuition Payments Due)
                     8. Fill in the terms (ex. Monthly)
                     9. Fill in either the Rate (How much per term) or the total (the entire amount)
                     10. If they made an Initial Payment, fill in the date, the activity (Tuition Payments),
                         the amount and check number (if you have it)
                     11. Click Add Family to List
                     12. Repeat steps 7-12 until all the families have been entered.
                     13. When finished adding families, Click Next
                     14. Check over your list of families and click next
                     15. If you want to print a list, make sure the box is checked.
                     16. Click Finish
                     17. If you chose to print a list, click print and OK
      f. Quick Posting Fees – fees are one time charges assigned on a family or member basis. To post
         one charge per family, choose Family Fees. For one charge per member, choose Member Fees
              i. Click Quick Postings
             ii. Click Family Fees or Member Fees
           iii. Choose Automatic Entry and Click Next
            iv. Click to add new condition and fill in condition if needed (leave blank for all families)
                     1. Click the black arrow next to Fam
                     2. Click Number of Students
                     3. Click blank line and enter the number (ex. 1)
             v. Choose Active and Inactive and Click Next
            vi. Fill in the date, identifier, name and amount
           vii. Click Next
          viii. It will display the list of all families matching the condition in step 5
            ix. Go through the list and make any corrections to the family’s fee information.
             x. To not post to a family, uncheck the box next to the name
            xi. When finished, click Next
           xii. Check your print options and click Finish
          xiii. Repeat as needed for any desired fees
IX.   Dashboard – this section allows you to view and customize statistical information
      a. Dashboard Display – this is where the information is displayed
              i. General Information – this section is always here. It lists your version, the first time the
                 program was run, the last time a backup was made and the last time a fix was run. It also
                 gives a total number of families and members. This total includes active and inactive.
             ii. Other Sections – you can setup 15 additional sections to view other statistical info
      b. Dashboard Setup – this allows you to customize which sections you want to display
              i. Add Section – this lets you add in an additional section
                     1. Choose the type of section you want to create (ex. Financial Payment Graph)
                     2. Choose your section title (ex. Financial Payment)
                     3. If needed, choose your Display Method and other display details
             ii. Delete Section – lets you remove a section
           iii. Reorder – lets you rearrange the sections
            iv. Automatically Update – this sets the program to auto update the statistics every 7 days. If
                 unchecked, click the Update Statistics button found on the Dashboard Display to update.
X.   Reporting – Up until now, we’ve mainly focused on how to get information into the program. Our
     next step is to learn how to get it back out again. We have two sections in the program to get
     information for multiple people at once. Our first section is Easy Lists. This lets us print member
     information. It does not include family or financial sections. For those and other options, we use the
     Reports section.
     a. Easy Lists – These are found under Information, Students and Easy Lists. Easy Lists are
         predefined filters or restrictions that we can use to get lists, letters and labels based off of student
         information. Easy Lists let us pick who we want to print and then what we want to print about
         them.
              i. Predefined lists- we start by choosing the type of list
                      1. Attendance – lets you restrict by attendance type, class or date
                      2. Birthday – lets you restrict by birth month and age range for students and
                          catechists
                      3. Class – lets you restrict by class or session name
                      4. Contact – lets you restrict by contact relationship
                      5. Different Last Names – lets you restrict by members with different last names
                          then parent
                      6. General Remarks – lets you search thru member general remarks
                      7. Keyword – lets you restrict by student keywords
                      8. List of Parents – lets you restrict by gender, age and/or marital status
                      9. List of Students – lets you restrict by age and/or gender
                      10. List of Catechists – lets you restrict by position
                      11. Ministry List – lets you restrict by ministry and/or status
                      12. Parent Volunteer – lets you restrict by volunteer area for parents
                      13. Preparation Class – lets you restrict by class, date or if completed
                      14. Sacrament – lets you restrict by sacrament date, place and/or status
                      15. Service/Retreat – lets you restrict by retreat or date
                      16. Talent List – lets you restrict by talent and/or status
                      17. User Keyword – lets you restrict by any user-defined fields on the member screen
                          like Religion or Occupation
             ii. Customize View – Once you’ve made your selections, click Apply/OK. That will pull up
                 the list of members. It may take a few minutes to display the list while it searches. Once
                 the list is up, you can customize it to show any desired fields. This works exactly the
                 same as the View Listing screens on the Family and Member tabs.
                              a. Customize View button allows you to choose exactly which fields or
                                  columns you want to display. On the right hand side are all the fields you
                                  are currently viewing. On the left is every other field in the program. You
                                  can move fields back and forth by clicking and dragging them or by
                                  highlighting the field and using the arrow buttons in the middle to move
                                  them. There’s also an option to change the font size at the top of the
                                  screen. If you mess up, don’t’ worry – there is a button called Restore
                                  Defaults that returns things to their original settings.
                              b. Rearranging – The columns can also be manipulated on the actual listing.
                                  You can click and size the columns or move their positions by dragging
                                  the headers around. Once the screen is laid out as desired, you can also
                                  use the Print List button to print the entire list
      iii. Easy Letter – If you don’t’ want to print the list, you can also choose to print labels,
           envelopes or letters for the selected members. To print any of those three, choose Easy
           Letter
               1. Label – To do labels, choose Student Label and click Next. All your print options
                   will be displayed. You can preview or print the report or use Next to go through
                   and adjust your settings.
               2. Envelope – To print envelopes, choose Student Envelopes and click Next. All
                   your print options will be displayed. You can preview or print the report or use
                   Next to go through and adjust your settings.
               3. Letter – To print letters, choose Student Letter and click Next. All your print
                   options will be displayed. You can preview or print the report or use Next to go
                   through and adjust your settings.
               4. You can use the Add button to add in additional letters, labels or envelopes
b. Reports – Reports are a little different from Easy Lists. With Easy Lists, we are choosing who
   we want to print first followed by what we want to print about them. With Reports, we choose
   what we want to print first, then who we want to print. Some good reports to look at as examples
   are the Family Schedule Letter (Family | Reports | Letters), Financial Totals Report by Family
   (Tuition & Fees | Reports| Listing), Student Class/Session List (Student | Reports | Listing),
   Student Attendance Sheet (Student | Reports | Listing), Class/Session Enrollment Totals (Class |
   Reports | Listing) and Catechist Mailing Label (Catechist | Reports | Labels).
        i. General Steps for Running Reports – there are five basic steps to running a report
               1. What type of information – reports are split up into 7 basic categories – family,
                   financial, student, catechist, parent, class and certificates. Each of these is
                   accessed from those sections under Information. This is the first choice you need
                   to make. If it has anything to do with money, it’s a tuition report. If you want
                   one line per family, it’s a family report. If you want one line per student, it’s a
                   student report. Sacramental and Appreciation Certificates are done under the
                   Certificates section. The parents and class reports are rarely used. When you’re
                   on the reports section, you can choose to view just the reports in your section or
                   all reports.
               2. What format – the next step is to choose the format of the report. Do you want a
                   list, a letter, a label, etc. You’ll see black arrows for each of your format options.
                   Click on the black arrow to display the list of actual reports. If you click on the
                   black arrow again, it will hide the list.
               3. What layout – Next, you need to choose the specific layout you want. This is
                   where you choose which exact report you will be running
                        a. Samples – when you click on a report name, you will see a sample copy of
                             the report. It will not be your data. PDS ran every report with sample data
                             and then loaded in a picture of the report so you can see how it looks. To
                             get your data, you have to run the report
                        b. Importance of knowing what reports are available – Knowing what reports
                             you have available makes a huge difference when you’re running a report.
                             Rather than trying to make the same report do ten different things, you can
                             use a variety of reports to get the information the way you want it. We’d
                             recommend taking the time to look at sample copies of all of the reports in
                             the program.
               4. Printing Options – the first several screens of any report follow the same pattern
                        a. Overview – this first screen will show you all the options used the last
                             time on this report. From here, you can skip to Preview or Print. You can
           also choose any specific setting to jump to that screen to change it. Or,
           you can click Next to go through all the option screens.
       b. Name and Printer – the first option screen always shows you the name and
           description of the report at the top of the screen. If you are running a
           standard report, these will be grayed out so you cannot change them. If
           you copied or added the report, you will be able to click in and change the
           information. The bottom of the screen shows the printer information
           along with the page orientation
       c. Layout Options – the next screen will give you layout options. These will
           differ if you are running labels, letters or lists. Some reports may have a
           second or third layout screen but most will only have one
       d. Fund Options – if you are running a financial report (found in the
           Financial Reports section), you’ll have a Funds to Print screen. This lets
           you pick the date range you want to look at and the funds you want to look
           at.
       e. Families/Members to Print – this is the last selection screen. The right
           hand side gives you several options
                 i. Sort Order – determines in what order the families or members will
                    print. The default is Name but you can choose ID Number, Area
                    or Zip on most family reports. Most student reports can be sorted
                    by Name, Student ID, Grade, Class, Zip or Area. If you choose to
                    sort a student list by class, a tab for Class Selections will appear
                    which allows you to choose specific classes to print
                ii. Active/Inactive – this lets you do a general filter to exclude or
                    include families or members that are marked as Inactive. The
                    Inactive is determined by the checkbox for Inactive on each family
                    or members’ screen. The default is to include Active only.
               iii. Letters Options – letters will give you a few more options
                        1. Email – letters can be chosen to be emailed instead of
                             printed. Once you choose to Email the letter, you can
                             choose to do that for anyone with an address or anyone
                             with the Preferred box checked.
                        2. Send No Mail – this will skip anyone who has the Send No
                             Mail button checked on the family screen
                        3. Courtesy Copies – this will include any contact marked to
                             receive a courtesy copy
               iv. Financial Options – financial reports may give you some additional
                    options
                        1. Skip families without the fund – limits the report to only
                             families who have the fund setup
                        2. Include Billing Copies – includes people setup on the
                             Billing Address tab for funds
                        3. Separate Member IDs – separates member Contributions
                             from family contributions
5. Who to print – the last step in any report is determining who to print on the report.
   The default is to print All Active Families, sorted by ID Number. You can restrict
   who prints by several methods. Which method depends on what you are looking
   for and how that information is recorded in the program.
       a. Printing All – just hit the preview button
b. Restricting by name or number – this is if you know the names or ID
   numbers of specific people you want to print. For example, 15 families
   have requested tax statements. This is how you would pick just those
   families.
         i. Choose the Family Selections tab
        ii. By Number – type in the id numbers desired. For multiple
            numbers, separate them by a comma. For a range, separate the
            numbers by a colon (ex. 1,9,20 or 1:20)
       iii. By Name – tag the box next to the names of the families or
            members you want to print. You can tag as many as you would
            like
c. Restricting by Class – this is only for Student Reports and is only
   available when sorting by Class/Session Name. Once you choose to sort
   by Class, choose the Class Selections tab on the left. Tag the boxes next
   to the classes you want to print.
d. Restricting by Field – this is when you know something about the family
   or member but not exactly who they are. For example, you want all the
   families with a certain keyword, all the families with a balance or all the
   students in a district. The Additional Selections tab lets you use that
   information to find the families or members. The most important thing to
   remember here is that you need to know where and how you’re listing that
   information. For example, if you want to print a list of your Out of Parish
   families, you need to know how you’ve marked the families as Out of
   Parish families. Do they have a keyword, do they have a certain fund, is
   there something on the member screen. Since each program can setup
   their data how they’d like, they need to remember where they put
   information to be able to find it again. This is also why consistency is so
   important. If you mark one family with a keyword and another family
   with a fund number, it becomes more difficult to get them with the same
   selection
         i. Click Additional Selections
        ii. Click to add a new condition
       iii. A list of all the screens in the program will be displayed. Choose
            the screen where you’ve listed the information
                1. For Class Name, choose Sched
                2. For Date of Registration, choose Fam
                3. For Grand Total Balance, choose Fund Totals (only
                    available in Financial Reports)
                4. For Date of Birth, choose Student
                5. For Allergies, choose Serv Ret Rem
       iv. Once you’ve chosen the screen, you’ll see a list of all the fields on
            that screen. Choose the field you are looking for
                1. For Class Name, choose Session Name
                2. For Date of Registration, choose Date of Registration
                3. For Grand Total Balance, choose Grand Total Balance
                4. For Date of Birth, choose Date of Birth
                5. For Allergies, choose Allergies (or Health Problems)
        v. Next, you need to choose the Relationship.
                1. Equal to – means the family has the value you pick
        2. Not equal to – means the family does not have the value
        3. Less Than – means the family has less than the value
        4. Less Than or Equal To – means the family has the same
            amount or less than the value
        5. Greater Than – means the family has a higher amount than
            the value
        6. Greater Than or Equal To – means the family has the same
            amount or higher than the value
        7. Is In List – allows you pick to several values at the same
            time (for example, either a lector, an altar server or in the
            choir) When you click the blank line, you’ll be able to tag
            as many values as you would like
        8. Not In List – allows you to choose several values that don’t
            match. When you click the blank line, you’ll be able to tag
            as many values as you would like
        9. Starts With – means the field starts with a particular letter
            or number. For example, you want all the families whose
            zip code starts with 190
        10. Does Not Start With – means the field does not start with a
            particular letter or number
        11. Contains – means the field contains a certain phrase or
            word. For example, you want any member who has
            “disabled” somewhere in their remarks section. Is Equal
            To would mean that the entire field is just Disabled.
            Contains means there can be words before or after. This is
            used as well to find families on a certain street. Choose
            Fam, then Address 1, then Contains, then the street name
            (ex. Winter)
        12. Does Not Contain – means the field does not have a certain
            word or phrase anywhere in the field
        13. Is Between – means the field has value equal to or between
            your starting and ending values. This is useful for
            contribution ranges, grade ranges or dates of birth
        14. Is Ever Equal To – is used for fields that can have more
            than one value. For example, keywords, ministries or legal
            requirements. It forces the program to look thru every
            value, not just the first one in the list. It means the value
            shows up somewhere on the family or member’s field
        15. Is Never Equal To – is used for fields that can have more
            than one value. For example, keywords, ministries or legal
            requirements. It forces the program to look thru every
            value, not just the first one in the list. It means the value is
            never the same as the family or member
vi. Finally, choose the value. You can type in the value or choose it
    from the list by clicking on the blank line depending on the field
    you’ve chosen. If the field has a drop down list, that will be
    displayed when you click the blank line. If it does not, you’ll just
    have a blank line. For dollar amounts and numbers, do not use
    commas or dollar signs (use 1000 instead of $1,000). For text, you
                          need to type it exactly as it appears on the family/member screen
                          (capitalization however does not matter).
                              1. For Class Name,
                  Sched. Session Name is in list           1A Wednesday, 2B Wednesday
                              2. For Date of Registration
                  Fam. Date Registered            is less than                01/01/2006
                              3. For Grand Total Balance,
                  Fund Totals.Grand Total Balance          is greater than or equal to        250
                              4. For Date of Birth,
                  Student.Date of Birth is between         09/01/1999 and 08/31/2000
                              5. For Allergies
                  Serv Ret Rem. Allergies                  contains                   Peanut
                    vii. Optimizer – the Use Optimizer button helps the report to run faster.
                          We recommend leaving this button checked. It may help, but it
                          will not ever hurt your selection.
               e. Remembering Restrictions – once you’ve figured out what restriction you
                  want to use, we recommend remembering it for the next time. There are
                  two ways we recommend. This can be very helpful, particularly if
                  someone else in the office should need to run the same report.
                       i. Printing the Screen – Holding down the “Ctrl” & “P” keys will
                          bring up the Print Screen command. This lets you print out an
                          exact copy of the screen. You can then file these in a notebook or
                          folder for use down the road.
                      ii. Saved Selections – Once you’ve filled in a selection, before you hit
                          Preview, you can save the selection for use later on.
                              1. Click on the tab for Selection Information
                              2. Click the Save button
                              3. A New Selection will appear
                              4. On the right, change the name and fill in a description. The
                                  more detailed you are in the description, the easier to
                                  remember what the selection is for
                              5. Once the name and description are filled in, click Save
                                  again.
                              6. Now this selection can be used on any report in the same
                                  section (Family, Student, Financial, etc.). It doesn’t matter
                                  if the format (letter, label, list, etc) is different as long as
                                  it’s the same type of data. These are saved across a
                                  network so if you create a selection, someone else can use
                                  it too.
ii. Customizing Reports – There are over 100 standard reports in Formation Office.
    However, you will come across a request that can’t be produced from a standard report.
    Maybe you need a list with family name, address, phone and the number of times they’ve
    contributed. When you need to customize a report, you have two options. You can copy
    and modify an existing report, or you can add a report from scratch.
       The Copy button is like using a boxed cake mix. It’s giving you a head start on the
       report. You’ll have the basics setup up for you and you can give it the extra twist it
       needs. The Add button is like starting a cake from scratch. You’re choosing exactly
what you want without having to sift out anything you don’t need. Both have their
advantages.
1. Using the Copy Button
       a. Choose the report you want to modify. You should be on the Report
           Listing Screen. If you’ve clicked Next, you’ve gone too far
       b. At the bottom of the screen, click the Copy Button
       c. A copy of the report will show up under the Easy Report for the section
           you are in
       d. Click Next
       e. Change the name of the report (if you forget to do this, you can always do
           it later. It’s helpful when trying to find your modified report)
       f. Click Next
       g. Choose the Modify button. If you have not made a copy of the report, this
           button will be grayed out.
       h. Make whatever changes are desired
                 i. Depending on the report you chose to modify, this screen can be
                    very different. A simple listing report will pull up a list of fields
                    that are available and those that are chosen. A simple letter will
                    have the body of the letter. A simple label will have the fields
                    being printed. Advanced reports will take you into the Advanced
                    Report Writer.
                ii. Because you have made a copy, you can always make another
                    copy and start over if you mess things up. For help with the
                    Advanced Report Writer, click Start, choose Programs, Choose
                    Parish Data Systems, choose Advanced Report Writer Manual
       i. Click OK
       j. Finish running the report
2. Using the Add Button
       a. Click on the type of information you want to base the report on (Family,
           Student, Tuition, etc)
       b. Click Reports
       c. Click Add
       d. Choose the format for your report (List, letter, label, env, form or export)
       e. The report will show up under the Easy Reports for the chosen section
       f. Click Next
       g. Give it a name and description and click Next
       h. Click Modify to create your report. (For an export, this is done on the first
           page rather than the second)
3. Our Example – creating a sign out sheet with student name, grade level, date of
   birth, address and a blank column for the parents to sign
       a. Copy
                 i. Click Students
                ii. Click Reports
               iii. Click the black arrow next to Listing Reports
               iv. Choose Student Quick Listing
                v. Click Copy
               vi. Click Next
      vii.   Change the name (ex. Sign Out Sheet) and click next
     viii.   Click Modify the List of Fields to Print
       ix.   On the right, click on the Student Phone List field
        x.   Click the arrow that points to the left
       xi.   Repeat for Fam Phone List
      xii.   On the left, find Sched Session Name (found under heading for
             Sched)
     xiii.   Double click on the field or click the arrow that points to the right
     xiv.    Repeat for Fam Blank1 (found under heading for Fam)
      xv.    To adjust the heading for the blank field
                 1. Click on Fam Blank1 on the right
                 2. Under the list of fields is the property box
                 3. Change the heading field from Fam Blank1 to whatever
                     you want it to read (ex. Parent Signature)
     xvi.    Click Save/OK
    xvii.    Finish running the report
b. Add
        i. Click Students
       ii. Click Reports
      iii. Click Add
      iv.  Click List
       v.  Click Next
      vi.  Change the name (ex. Sign Out Sheet)
     vii.  Click Next
    viii.  Click Modify the List of Fields to Print
      ix.  On the left, find and double click on the following fields to move
           them to the right
               1. Student Name Format 12
               2. Fam Address Block
               3. Student Date of Birth
               4. Student Formation Grade
               5. Sched Session Name
               6. Fam Blank1
        x. To adjust the heading for the blank field
               1. Click on Fam Blank1 on the right
               2. Under the list of fields is the property box
               3. Change the heading field from Fam Blank1 to whatever
                  you want it to read (ex. Parent Signature)
       xi. Click Save/OK and finish running the report
XI.   Database Procedures – these are items that are done across the board for the database
      a. Backing up Data
              i. Automatic Backups - The main purpose here is to protect yourself against data errors.
                 These backup files are not overwritten but are archived so you can go back days, weeks,
                 months or years to prior backups. These do not take the place of a regular backup. Since
                 the data is being backed up onto your server, if your server crashes, these backups won’t
                 be available.
                     1. Click Backup/Restore/Test/Fix
                     2. Click Backup Options
                     3. Choose the Days you want the program to automatically launch a backup
                     4. If not days are selected, the program will backup the data if it has been longer
                         than one week since your last backup
                     5. Automatic Backups are saved by default into the PDSForm Folder. To find the
                         location of this folder, click Help and click About Formation Office. The data
                         folder will be listed. (ex. C:\PDSForm\Data). The Backup Folder is in the same
                         folder as Data. Backups are stored in the Week folder, then move to Month,
                         Quarter and Year as the number of backups grow
                     6. To change the location where the files are saved, click the Browse button and
                         choose the location
             ii. Forced Backups – At any point, you can prompt the program to run a backup. This
                 backup can be saved anywhere you would like. You can put in onto a flash drive, a CD-
                 Rom, a zip drive, etc. We would recommend doing a forced backup at least once a week.
                 These backups protect you against server or hardware failures.
                     1. Click Backup/Restore/Test/Fix
                     2. Click Backup Data
                     3. Choose one of the options where you would like to backup to
                             a. Drive – Choose the drive letter (ex. A)
                             b. Specific Folder – Choose a folder on your network
                             c. Internet – If you have the ability to store on an FTP site
                     4. Click Start Backup
                     5. Make sure disk is in and click OK
                     6. Follow the prompts if necessary for extra disks
                     7. When finished, click OK
                     8. If you are trying to backup to a CD, you should backup to your C drive first and
                         then use the burning software on your machine to write the file to the CD.
            iii. Non-PDS Backup – Some machines have other backup software running that backs up
                 large quantities of miscellaneous data at one time. You can use your backup software to
                 include your PDS data in that backup. You do not need to backup the entire PDSForm
                 folder. We would recommend backing up the Data folder and the Backup folder.
      b. Check for Program Updates – this should be done periodically, about once a month to make sure
         you are using the most current update of your version. It does require that you connect to the
         Internet. If you are using more than one PDS Office program (Church, Formation or School),
         the update needs to be done separately in each program.
              i. Make sure you are connected to the Internet
             ii. Open PDS
            iii. Click Online Resources
            iv. Click Check for Program updates
             v. Make sure an email address is entered
       vi. Click Check
      vii. A website will be opened
     viii. Choose Yes at the bottom of the screen to download the update
       ix. The file will begin downloading
        x. When the file is finished downloading, it will prompt you to hit OK
       xi. This will restart the program and install the update
      xii. When the program restarts, it will update the data
     xiii. The next time the program is opened on any other machines, the user will be prompted to
           click OK or Yes to install the new update
c. Correcting License Information – if you notice that the church’s address, phones, email, etc are
   incorrect, you can correct the information. You cannot correct the name without contacting PDS
        i. Click Setup/Admin
       ii. Click License Information
      iii. DO NOT change anything that has a red asterisk next to it. This must match the
           registration information found with your installation cd.
      iv. Enter in any other information
       v. Click Save
d. Keyword Cleanup – any field that has a drop down list is considered a Keyword Field, meaning
   that there is a set list of values for the field. You can add to that list as you enter data. However,
   you cannot edit or delete from the data screens. To make changes to the list, we want to go to
   the Keywords section. Changes made in this section will affect the entire program so be very
   careful when working in this section. If you delete a keyword here, it will be removed from any
   family or member who had it, leaving that field blank.
        i. Click Setup/Admin
       ii. Click Keywords
      iii. Choose the list of keywords to edit (For religion, district, etc., click User Keywords)
                1. To add new values,
                         a. click Insert
                         b. This will add a blank line where you can type in a new value
                2. To change the spelling of a keyword
                         a. Click on the value and edit the information
                         b. Click Save
                         c. Be careful that you don’t change an existing status to something else. For
                             example, do not click on div and change it to Valid Marriage. This would
                             change every person with div to Valid Marriage.
                3. Combining Keywords – This merges two existing keywords into one keyword.
                    It’s a way to take a duplicate and combine them into one. It updates every
                    family/member who had the keyword being combined. Once keywords are
                    combined, they cannot be split again.
                         a. Click Combine
                         b. On the left, choose the value you want to combine or remove (ex. sep)
                         c. On the right, choose the value you want to combine it with (ex. Separated)
                         d. Click Add to List of changes
                         e. Repeat steps 2-4 until you have made all the desired corrections
                         f. Click Combine/OK
                4. Deleting Keywords – This permanently deletes a status from the list and from
                    every family/member using the status
                         a. Click Delete
                         b. Tag the box next to the statuses you would like to remove
                         c. Click Delete/OK
                       d. The keywords will be removed. Any family/member who had the status
                           will now have a blank line
e. Users and Security – Security can be setup for each Office program. It can require the person to
   enter a username and password when they open the program. User names are not tied to a
   specific machine. They can be used on any machine with the program. Each user can have
   different levels of security. Sections can be set to Full Access, View Only or No Access.
        i. Creating Users
               1. Click Setup/Admin
               2. Click Users and Passwords
               3. Click Add User
               4. Fill in a user name
               5. If desired, choose a password
               6. Choose at least one user to be a security administrator. This means that user has
                   the privileges to change every other user
               7. Click the Access and Privileges Tab
               8. On the right is the area of the program. Choose No Access to completely restrict
                   the area. Chose View Only Access to allow the user to see the information but
                   not change it. Click All Access to give the user full access to the area.
               9. You can use the Mark All buttons to fill in the tabs for every box
               10. Once each area has been set, click the Individual Fund Access Tab
               11. Set the permissions for each fund
               12. Either repeat steps 2-10 to add in all the users or use the Copy Existing user to
                   duplicate settings for other users
               13. The security administrator can come back and update privileges if needed.
       ii. Turning on Security
               1. Once the users are setup, click Set Security Method
               2. Choose the option you would like.
                       a. None – anyone with the program can open it and make changes to any
                           data
                       b. Name – a user name is required when the program is opened. Privileges
                           are based off of the name entered
                       c. Name and Password – a user name and password is required when the
                           program is opened. Privileges are based off of the name entered
               3. The user name or username and password will be required every time you open
                   the program if either of those options are chosen.
               4. Click Save/OK
               5. Once the program is closed and re-opened, the settings will take effect.
FORMATION OFFICE Installation Checklist
SERVER MACHINE:
   Server – Install Program
         o Program Path:
         o Data Path:
   Create Directions Folder
   Move PDF files into Directions Folder
   Download Procedural Guide into Directions Folder
   Open PDS
   Convert Data/Load in Data
   Fill in License and Dealer Information
   Setup Automatic Backup options for Monday thru Friday
   Click Initial Setup
   Choose to not Disable Head/Spouse stuff
WORKSTATIONS:
   Workstations – Install Program
         o Program Path
         o Data Path
   Create Shortcut to Directions Folder
   Check that all machines can access program


FORMATION OFFICE Training Checklist
   Add New Families
   Find Existing Families
   Add Members
   Post Contributions
   Make a Backup
   Setup Security
   Access Directions

								
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