User Manual
Contents
1. Family Visits Attendance 17 FistNames ServiceDateTime This Form can only be used to view and delete attendance EE Brandon 11 08 05 10 00 Date Time Karin 11 09 05 10 00 To add attendance at a service use the button below iion cterene tutes L1 Colman Jemy Add Attendance Family Name Abl schl ager l t di T n LI LUghbaty um Annual Attendance o Hem B Pendet i le jets Mak jens Sapna Haasis Date fName_AttendSelect Muggles ke Rey Monthly Attendance Graph Ms EET Select names an d date below to add to vs Seem attendance register att Ces tet san i lank Attendance Form Hir Heaton The list below only shows people listed on the directory wh Blan ee O aeris anesey FamilyOrder is 1 or 2 Peme Etre fe Papervis Dekre Ej Ahlschlager Brandon p sisti E xm Piensa me Ahlschlager Karin in baee P elie O Ahlshlager Arthur ae Bac M e a O Ahlshlager Lynette s m enin E esee a eem mm Date amp Time 22 01 06 10 00 cen aae Hs bi serene us xg M fy me H Path Beria Hasent xan paiese po e Add to Siomitcmpeed bm to HVisitors 16 register otti seceta forerty o Teens amp Children 24 vistors Unspecified Ca ikie aTeens 1 amp Oc 2005 6S Bgelqfl Comment g Anniversaries Memberships Record KIKE m e of 1732. EH a gAttendance Perc Year Crosstab Crossta BA SAAT M AREE SIMHON Famiyo FulName 2005 2008 2007 2008 hi Ahlschlager Brandon 11 aM 84 Ahlschlager Karin 11 E 95 Anderson hlark 11 Em 95 Anderson Tania 11 96 Anderson Margaret 44 97 Bailey Daphne 33 zd 98 Bailey Elise 67 W 98 Bailey Raymond 11 mm 99 Barnes Lavarene 225 99 Barnes Leonard 225 Record I4 4 1 bk I gt of 118 Figure 5 The Attendance tab When clicking on the Attendance tab an attendance list is shown for members of the family Note that you cannot add new records in here that you must do by clicking on the Add Attendance button as described below You can however delete an attendance record here To do this select the entire row you wish to delete by clicking
3. WX Remove Filter Sort Family Report Insert Object Right click in the blank area where the photo should be and choose Insert Object then choose Create from file and browse to find the file making sure that the Link and Icon radio buttons are not selected as shown below Images should not be larger than 300 x Version 1 1 Page 9 of 17 Kimberley Baptist Church Database User Manual 225 This is adequate resolution to be large enough for clarity whilst keeping the size down Microsoft Access File OK Create New C Documents and Settings Krug My Documer g i Cancel Create from File Link Display as Icon Result Inserts the contents of the file as an object into your document so that you may activate it using the application which created it 5 THE VISITS TAB For monitoring of visits to families not individuals to ensure that families do get visited that none are left out or that some are not preferentially visited If a visit is made to Mrs Bloggs as an individual then the entry is made against family Bloggs de aiy ish hepar Clicking on the quarterly and yearly visit report brings up a list of families and how many times they have been visited that quarter or Quarterly Visit Report year Blank Visit Farm The blank visit form can be printed out to be filled in by hand after a visit The office secretary then enters the information on the form to the database All of this r
4. Kimberley Baptist Church Database User Manual Kimberley Baptist Church Database Version 1 1 User Manual 6 February 2006 Version 1 1 Page 1 of 17 Kimberley Baptist Church Database User Manual CONTENTS l INTRODUC HON oc 3 Teh Contac Detal S eere E eee eee eee 3 2 DATABASE BASICS rerna EE EEE 4 21 Moving TNKOUGM ING Database cca ende aa S EREE 4 AME iode NIS E ELTE 4 2 3 Exporting to Excel OF Word isti ree Es REESE o RES A FERRE EHE ERO RR FD SEIS RE EH XEER IRAE REESE 4 9 STARTUP CURRENT STATUS ue nies ates nion iesu nieto aie et chest ni eo meac aieo mer eis 5 4 TRE FAMILY TA Beeson a cde nied 5 4 1 Family Units and Family Orders raie a A EE 6 4 2 IMOImDOLShID EIdtuls Ae ee A o edu toi ee ee ott T AS sPACUIVINY SUAS een E EEEN 7 2v E sec2ccesectascemsaearaswpatceaansatmscacnacenseeniadsnuesniseadsaaiasadasadasadasadseadacnancaqaenactatessea hen T 45 VWedaiigAnnIVersarle5 ctoo in dos tonc a a a a a 8 4 6 Family D CON ccccccccecceccceeceecceecuecaeecuecueccueceecaeeceesaesueecuesaesaueseesaeeseeseesaeesas 8 7s GENA mE 8 4o ASPOUD MOImbelshiDS sstasdelismevdiotiasesdiota edicta esae devil dmesdic beans icut M UU PE RA IUE 8 4 9 serno a Family PNolO eenen tea EE t Ia ot ads dot tesr tnd kncsdabebedstatseacteedsecaveees 9 32 TAHE VISITS o c M 10 MEUS SNB NIDAING Np c 12 D JEPOR IS sasisdumitmuinqDacinude
5. XCEL OR WORD This is something the user may wish to do after for example clicking the Name List button Open the report you wish to export then in the menu click Tools gt Office Links gt Analyze it with Microsoft Excel or Publish it with Microsoft Word Version 1 1 Page 4 of 17 Kimberley Baptist Church Database User Manual Records Window Help REC 3 E a e iu Office Links k W Merge It with Microsoft Word Online Collaboration NW Publish Tk with Microsoft ward E Analyze It with Microsoft Excel re Relationships Analyze Database Utilities Security Replication Startup Macro Tools on the Web E Actives Controls Add Ins b AutoCorrect Options Customize Options 3 STARTUP CURRENT STATUS When the application starts the first window to appear is the Current Status window as shown below Click OK to proceed Note that you can hover the cursor over the labels for more information Current Status Kimberley Baptist Church Current Status Hover cursor over label for more info 5 Average morning service attendance over the last 6 Average evening service attendance over the last year 7 Total persons belonging to at least one active group 8 Total active persons not in any group Figure 1 The Current Status window 4 THE FAMILY TAB Version 1 1 Page 5 of 17 Kimberley Baptist Church Database User Manual This is the s
6. creen that first appears when starting up and is also available by clicking on the Family tab as circled in red in Figure 2 below If the year of the anniversary is not given then enter it as 1900 Order Head of the family 1 spouse 2 children 3 etc Member tick only if a certified bona fide member Active tick if the person is an active or regular participant in church activities Birthday if the birth year is not given then at least the day and month must be entered as dd mm Enter any significant events or general comments on the life of the family in this area A date is mandatory E fFamily Form Kimberley Baptist Church Members amp Adherents Directory Exit the application Some current statistics The Deacon appointed to monitor this family Unique family number just for the database really Eak If this is ticked then the family will appear in Find Name erem fahischlaoer E gt Attendance birthday list 053 842 1874 082 377 1309 Brandon 072 767 9650 Karin John Harrison v Directory amp birthday list v To add more Email tiscali co za groups Wedding Anniv 09 09 2000 09 09 2000 Use 1900 year b ee en ee ee OE LI Karn Whichever name you click O on in the Family Members list will display a Wa 20 01 2006 Baby daughter Nicole born which groups they belong to Directory Wedding An
7. d only be ticked for true certified members not adherents If the membership commencement date is known this can also be entered in the relevant field In general if a person joins another church or moves to another town then they are no longer considered to be a member of KBC There may be sensitivities around this issue so discretion is advised 4 3 ACTIVITY STATUS Family Members er vem actw Fret ame Birthday Gender MembStarDate E wll Attark 0524964 M 1602 2000 mE 2 Jo anne O208496o F 16 02 2000 E 3 Jennifer 2241 2000 F Faia Timothy os03 2002 M If a person is considered to be an active attendee then this block is ticked An active person would be one who we see at services participates in various groups or functions we see them around This is a subjective assessment with no defined criteria 4 4 BIRTHDAY Family Members E orgie Activ FirstName q Birthday Gender MembstartDate E Mark amp 5 25980 M 16 02 2000 m Ja anne OA08N96o F 16 02 2000 3 Jennifer 2241 2000 F rain Timothy os03 2002 M Version 1 1 Page 7 of 17 Kimberley Baptist Church Database User Manual This field can be left blank but if a birthday is entered then it can be either the full date dd mm yyyy or just the day and month dd mm 4 5 WEDDING ANNIVERSARIES If the year is not given then use 1900 i e an anniversary given as 18 March enter to the database as 18 03 1900 4 6 FAMILY DEACON A deac
8. ectory An excerpt from the directory is shown below The names at the top are arranged in order of Family Order and a indicates that they are a member Krug Mark Jo anne Jennifer Timothy 40 Milner St Ds psu krug intekom co za 23 Jan 95 Belgravia 083 739 7399 lo Kimberley 083 45 7 5073 Mark 33071 7 2 BIRTHDAY LIST Birthday List Only families for whom appear in the printed B the Directory amp birthday list box on the Family tab is ticked will irthday list An excerpt from the Birthday list is shown below A indicates that they are a member Version 1 1 Page 13 of 17 Kimberley Baptist Church Database User Manual January 05 Bronwyn Hugo Qf Bill Cahill 15 Hettie Hall 23 Ethne Papenfus 23 Gilbert Sheares 26 Eleanor Burns 25 Piet Snyman 7 3 WEDDING ANNIVERSARY LIST Wedding Anniversaries An excerpt from the Wedding Anniversary list is shown below Note that a year of 1900 merely says that no year was given January 06 Lemmer Les Marie 1851 15 Sheares Gilbert Pamela 1800 18 Burns Murray Eleanor 1874 zo Henr Dennis karin 1989 23 Krug Mark Jo anne 1995 7 4 GROUP MEMBERSHIPS Group Memberships One of the main drivers for creating this database was the number of requests to the office secretary for lists of names for this group or another this led to the same lists being typed up time and again for different reasons To print a
9. elies on communication if no visitors fill in a form and hand it to the secretary there will be record Currently the Quarterly and Yearly visit reports only report visit statistics for members only this can easily be changed Version 1 1 Page 10 of 17 Kimberley Baptist Church Database User Manual S fFamily Form Seles Kimberley Baptist Church Find Name m Members amp Adherents Directory tc i Family Name 144 Krug 7 N Family Visits tendance Ps Visited By Comments FEA eee Hauman Eric This is a test this is atest to see how this works is a test this is a test to see how this works is a test this is atest to see how this works is a test this is a test to see how this works is a test this is atest to see how this works is a test this is a test to see how this works 15 Aug 2004 Hauman Eric This is a test this is atest to see how this works is a test this is atest to see how this works is a test this is atest to see how this works is a test this is atest to see how this works is a test this is atest to see how this works is a test this is atest to see how this works 01 Feb 2004 Hauman Eric This is a test this is a test to see how this works is a test this is a test to see how this works is a test this is atest to see how this works is a test this is atest to see how this works is a test this is a test to see how this works is a test this is atest to see how this works Quarterly Visit Rep
10. group list click on the Group Memberships button and the dialog box shown below will pop up S fGroupSelection Form PRISES Group Selection Pick the Group GroupType ar GroupCategory you wish to print then click its button that will appear an the right 1 Category T 2 Type You must start at the top and pick the Category then Type then Group that you want If you pick a Category of Active Groups then only types belonging to Active Groups will appear in the Type drop down As you select items a button will appear on the right to Version 1 1 Page 14 of 17 Kimberley Baptist Church Database User Manual open the report Note that if you wanted to print a list of all Active Groups then you simply pick Active Groups from the Category and nothing else as illustrated below The Find Groups within Groups button can be used to for instance find all active Youth who also occur in 40 Days Expressions of Interest E fGroupSelection Form Group Selection Pick the Group GroupType or GroupCategory vou wish to print then click its button that will appear on Ehe right Category JActive Group T Open Report 2 7 pe w 3j Group i Find Groups within Groups 7 5 FAMILY REPORT Familv Report The Family Report is intended as a resource for Pastors and Deacons or visitation teams who may for instance first wish to brush up on a family history before visiting the
11. in the grey block to the left of the name and press the Delete key on your keyboard Version 1 1 Page 12 of 17 Blank Attendance Form Add Attendance Annual Attendance Monthly Attendance Graph 7 REPORTS 7 1 DIRECTORY Directory Only families for whom appear in the printed D Kimberley Baptist Church Database User Manual Print out an attendance form to be filled in by a deacon who will note attendees at the service Only persons whose family order is 1 or 2 and whose family is marked for entry to the directory will appear on this list Once the form has been filled in by the deacon it is handed to the office secretary for entry to the database Tick off the names of those on the form enter the number of visitors teens amp children the date and time of the service in 24 hr format i e 16 10 05 10 00 add any comments if so desired and then click Add to Register If you forget to add someone and come back later to do it then first use the navigation buttons to find the date and time of the service previously entered tick off the extra persons name and click Add to Register again Produces a report of percent attendance per year There are two services a day if you attend only one service a day that would be 50 attendance The monthly attendance graph shows the total attendees for the whole month for both services the Directory amp birthday list box on the Family tab is ticked will ir
12. ll be explained by working through all the individual screens 1 1 CONTACT DETAILS Please feel free to call if assistance is required Mark Krug Cell 083 457 5078 Email krug intekom co za Version 1 1 Page 3 of 17 Kimberley Baptist Church Database User Manual 2 DATABASE BASICS 2 1 MOVING THROUGH THE DATABASE a Use the navigation buttons to move through the database one record family at a time Birthday List Directory Wedding Anniversaries Record 14 4 3 bk M of 136 Go to first New record record Go to last record Back one Forward one record record b Use the Find button circled red First place your cursor in the field you want to search then click Find It is a common mistake when searching that the user does not first put the cursor in the field being searched Fem Find Mame c Use the Find Name dropdown Pick a name from the dropdown list and the form will jump to that name 2 2 SAVING amp REFRESHING There is no need to save in MSAccess A record is automatically saved as soon as you move out of that record Sometimes you may enter a new record but it doesn t show up in another report or form this is usually just a refresh problem Say for instance you enter a new visit record and then click the Quarterly visit report and the record doesn t appear close the report then click Records Refresh in the menu and reopen the report 2 3 EXPORTING TO E
13. m It provides a printed report with the following items Contact details Family members birthdays membership amp activity status oignificant events in the family Group memberships of all family members Visitation history and the days since the last visit Attendance statistics 7 6 NAME LIST Mame List The name list provides a tabular or spreadsheet type format with details for all persons on the database Other than the usual defined groups entered to the database the user may need to prepare an ad hoc list of people not in any particular group This list can be exported to Excel and the unwanted names and fields deleted 7 7 OTHER REPORTS Other Reports Clicking this button brings up a further form as illustrated below Version 1 1 Page 15 of 17 Kimberley Baptist Church Database User Manual ES fOtherReports Switchboard Form tu Annual attendance grouped by allocated deacon Figure 6 The Other Reports form The Annual attendance grouped by allocated deacon report produces a list of names and their attendance figures grouped by the deacon allocated to look after that family as illustrated below Attendance Grouped by Allocated Deacon FullName 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 Andy Wingreen Anderson Mark Anderson Tania Bhika Iris Bhika Vincent Bhika Vincentia Blight Denise Blight Tim Burger Louisa Coltman Jenny Erasmus Louise Farthi
14. ng Angela Figure 7 Example of report Attendance Grouped by Allocated Deacon 7 8 VisiT REPORTS See Section 5 above 7 9 ATTENDANCE REPORTS See Section 6 above 8 DATA VALIDATION Clicking this button brings up the form below Version 1 1 Page 16 of 17 Kimberley Baptist Church Database User Manual ES fDataValidation Form Data Validation __ Active non members ini Inactive members _ Active but not on directory Inactive and on directory Members not on the directory __ No allocated deacon butis on directory H Not on directory but has allocated deacon Use these lists to weed out errors in data entry For example if you click on the Active but not on directory button you may see Joe Bloggs listed there but they really should be on the directory you can then make the correction Version 1 1 Page 17 of 17
15. niversaries Group Memberships Family Report Data Validation Name List Other Reports About cord 14 4 T PP of 147 4 1 Version 1 1 Figure 2 The Family tab FAMILY UNITS AND FAMILY ORDERS Family Members I PL Av Mark 0524964 M 16 02 2000 mE Ja anne 2 eMS5E F 16 02 2000 3 Jennifer 221 2000 F 4 Timothy D3 03 2002 M Page 6 of 17 Kimberley Baptist Church Database User Manual Typically a family is understood to mean father mother and children but anybody may form their own stand alone family unit for purposes of the database For example a person still living with their parents may be entered as their own family unit Everybody within that family unit must have a Family Order number this is a mandatory field Typically the father would be 1 mother 2 children 3 etc A single person forming their own family unit would have a family order of 1 A single parent would have an order number of 1 whilst their child ren would be 3 4 5 etc there would be no 2 in this case The concept of a family order number has application in the Directory and the Attendance List as detailed elsewhere below 4 2 MEMBERSHIP STATUS Family Members vemm rdem aktiv FirstName Birthday Gender MembStariDate bh T le ivi Mark D5 24954 M SAPO mE Jo anne 2 8H86E F 3 0 Jennifer 2241 2000 F 40 Timothy o303 2002 M 16 02 2000 The Member tick box shoul
16. on is allocated to each family Choose from the drop down list Only the names of deacons as allocated in the Group Memberships table will appear in this drop down list If the deacons name does not appear in the drop down then it is because they have not been allocated to the Deacons group 4 7 GENDER Family E L TEUN eea e SEA ES E Mark D5H2 954 ML 15 02 2000 E 2 Ja anne 2 eMS5E F 16 02 2000 E 3 Jennifer 2241 2000 F rain Timothy Os03 2002 M This is a mandatory field and will only accept the letters M of F 4 8 GROUP MEMBERSHIPS Family namost L erMen nciv Frsitane trier T Gerder Wenbsterbae IE Mark D5 12 864 M 15 02 2000 Lm mE Jo anne 02 08MSBE F 16 02 2000 E 3 Jennifer 22412000 F M Click on a persons v name and their group E O Timothy O03 200 memberships will gti appear in the list Group Memberships Y Group Se cem Comment n Deacon Church Leade Active Group E Krug Bible Stug Bible Studies Active Group a Sound amp projec General Active Group Groups can be defined by the user as required and are categorised in three levels as illustrated in Figure 3 below Category Type Group At the time of writing there are only 2 categories defined viz Active Groups those groups currently on the go and 40 Days Expressions of Interest people who are not yet members of a group but who expressed Version 1 1 Page 8 of 17 Kimberley Baptist Church Database Use
17. ort Yearly Visit Report Note Yisit reports are for members only Blank Visit Form Birthday List Directory Wedding Anniversaries Group Memberships Family Report Da Record 4 4 73 P 1 gt gt of 136 Kim berley Baptist Church Visit Report Who was visited By whom qVisit_Quarterly_Crosstab Crosstab Query PRISES Fam Tetaivisis 200303 200461 Joose 200403 200502 200503 e J ki amp hizchlager Brandon Karin L Anderson Mark Tania aM Bailey Daphne C Bailey Raymond Elise L Barnes Leonard Lavarene aM Berlyn Peter Stephanie aM Berndt Raymond Mariane Record I4 d f 1 F IEE of 58 Date amp Time Reason for visit Comments ajajaja ana jA e qVisit Yearly Crosstab Crosstab Query A zl E O Femy Tetaivists 2003 2004 2005 F J 1 Ahlschlager Brandon kKarin Anderson Mark Tania Bailey Daphne E Bailey Raymond t Elise Barnes Leonard Lavarene o o oa ou Please hand conpleled reparl lo le Ofiice See bry Record A 1 _ bt gt of se Figure 4 The Visits tab Version 1 1 Page 11 of 17 Kimberley Baptist Church Database User Manual 6 THE ATTENDANCE TAB fFamily Form Sele Kimberley Baptist Church Find Name Members amp Adherents Directory L g
18. r Manual interest in belonging to one New groups can be inserted by clicking on the button with the asterisk circled in red above NOTE Please be very careful of spelling when entering new groups Lets say that you want to enter a new Bible Study Group called Bloggs Bible Study You should assign it to the category Active Group type Bible Studies and group Bloggs Bible Study but if you mistakenly assign it to a type Bible Study different spelling then computers being what they are will think that Bible Studies and Bible Study are two completely different types of group First check what spelling was used elsewhere and stick to that spelling This can be tied down so such errors can t happen just didn t get round to it Category 1 Type 1 Group 1 Active Leadership Pastors Type 2 Group 1 beacons Lr Youth Expressions of interest Catering Meals for the sick Heren catering oup kitchen Figure 3 Illustration of the general schema used for categorising groups and an example of how it s applied Group 2 Group 3 Visiting Hospital D Type 3 Group 1 2 pemen Prisons E Category 2 lype 1 Group 1 Bible Studies Hauman t Young adults Category 3 Type 1 Group 1 0 Something RS Type 2 Group 1 Group 2 E 4 9 INSERTING A FAMILY PHOTO Group Memberships cop Type T Category Click on a Family members name to see what groups they belong to
19. tin taki ut veiihctin itoiua usui uie U Dd Dur acids 13 7 1 Bde rel oi gence eni ipe er has D UU MEETS 13 2 SBIFIDIOI QV cee ee ee eee een eee ee See ee ee eee ee ee eee ee eee ee eer eee ee 13 To Wedang ANnversaiy EIS T M 14 LA OrnupMembershlpSsssmanibtesd ee mti a b rx tI a MEME 14 f 5 Family Report 0 ccc cece eee cece seca eee ee sees eee eeseeseeeseeseeseeeseeseeeeeeseeseesaeeseeseeeaeeges 15 LO Name WIG c 15 MEE S 01S REDONS een UU UI LEES 15 MEE Id eR RCRUM 16 159 Attendance Repo Sei bv CHSEHER DH EI SIC I ae ave utra aU PEU 16 Oo BADIA VALIDATION tester enean ih o I ES Itum OU ESUI 16 Version 1 1 Page 2 of 17 Kimberley Baptist Church Database User Manual 1 INTRODUCTION The database is an MSAccess application created for purposes of managing the contact details family history group memberships visitations and attendance of the Kimberley Baptist Church Other than the more mundane aspects of having contact details to hand the database aims to assist in identifying those members or adherents who appear to be struggling with attendance and to ensure that people do not fall between the cracks in the visitation schedule The database also provides for maintaining group memberships i e who is in Bible Study A who is in the Youth Group catering group audio visuals etc The functioning of the database wi
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