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Database User Manual Ver 3

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1. Detail Band gt You put the report data fields you want to display in here This entire section will be repeated for each record in the web report data file lt Detail Band gt lt Group Band gt You put the group functions that you want to display in here The following functions can be used SUM AVE MAX COUNT COUNT RECORD When using these functions they precede the data field that they operate on like this SUM MemberCount To show actual data fields in this band precede the field with DATA_ lt Group Band gt lt Summary Band gt 152 Internet Integration The summary band functions just like the group band but is displayed at the end of the report for showing report totals lt Summary Band gt To show the date of the data file on the report use FILEDATE To show the selection criteria on the report use SELECTION_CRITERIA See the EXWR HTM files for examples Calling the EXWEBRPT script Running the EXWEBRPT PL script must be done from an HTML lt FORM gt where the parameters for the report are contained in the form variables lt form name f 4 action SCRIPT LOCATION exwebreport report method post gt lt input name DEBUG value 0 type hidden gt lt input name DATA value exwr_cellmeetings_12mos_bydate txt type hidden gt lt input name TEMPLATE value exwr_cellhistory htm type hidden gt lt input name GROUP value type
2. EMAILTO emailaddress EMAILBYID Members MemberlD EMAILADDR Members Email EMAILTO emails to the hard coded email address that follows EMAILBYID emails to the email address for the memberlD database field that follows EMAILADDR emails to the email address for the email database field that follows When the report engine sees one of these fields it will email everything from that field until it sees another one For example in a cell leader report form each page would go to a different leader So in the top of the report style in the detail band you would place an EMAIL field then the report engine would email each page to the appropriate person See the section on creating report styles for more information on modifying these reports Basically the report engine converts the report to text then emails it So you will probably have to modify your styles to fixed text font and spaced out enough so that the conversion to text looks correct See the included cell leader report form for an example In some cases when using EMAILTO you may need to insert a special code called EMAILEND at the end of a section to be emailed to indicate the end of the email This tells Excellerate that this is the end of the email in cases where an EMAILTO may be blank 159 Utilities and Preferences Chapter 14 Utilities and Preferences The following functions are available in the Utilities menu Change User Password Your users may wa
3. History of any changes in member information such as address changes or name changes Notes name of cell group a member is in along with cell type and date the member joined the cell Lists each cell meeting that the member has attended Lists member contributions and their pledges Lists each church service that the member has attended 37 Pre Members Members and Pastors The Family Member tab allows you to see all of the members of a family Double clicking a family member will bring up their screen Family members can quickly be added by hitting the Add button for this tab The Follow Up tab is used for following up on new visitors or members These people can be assigned a sponsor who would be responsible for following up with them You can track how they heard about the church dates of first visit or joined and up to four contact attempts and their responses All of the picklist values for these items are user definable in the Options menu The Profiles tab is used to track various attributes about a person such as interests or hobbies You can enter any and as many profile codes as you wish as long as they have been set up in the member profiles list under the options menu Member Profiles EN Code Description n E Clerical Clerical Interest Computer Computer Interest Cooking Cooking interest E Electric Electrical Interest Gardening Interest Add Profile Music Interest Change Pond E
4. P Include children in cell meeting totals J Cell leaders are also members of the cell JV Use divisions in cell name Cell week starts on Monday b Default Cell Attendance Absent D Prompt for meeting updates After entering meeting totals Before printing summary report Don t prompt Cancel Help If you want children included in your cell group meeting totals then check the first box There is a separate total for children as well but if you want them totaled with the member and visitor counts then select this option If your cell leaders are considered members of the cell they lead and should be counted there as members then check the second box A member may be a leader of as many cell groups as they want If you wish to have your cell groups named by the combination of divisions they represent then check the third box in this section For example if Matt is a cell leader in District 1 Zone A Section 5 Cell B then you may choose to name his cell 1 A 5 B In this case you would check the use divisions in cell names box If you don t want the divisions included in the cell name for example names like Teen Life or Matt s Cell you would leave the third box unchecked 168 Utilities and Preferences What is a division Essentially division is the generic term used in Excellerate to describe the levels within your cell structure such as District Zone Sect
5. Reporting Contribution Reports Member Contribution Statements One of the main purposes for tracking contributions is to be able to print the required Member Contribution Statements at the end of the year These statements can actually be printed at any time and can be modified because they use report styles There are several default styles including single column contributions two column contributions contributions and pledges text only versions etc Other styles will be available from our web site www msdweb com Member Contribution Statements x I This member only Report Date range 01701 1999 127 3171999 Bl Or specific receipttt Exclude this MailCode E Exclude businesses Report Member Type DI blank for all Report members giving 250 or more Report Member F amily Each Member X Sort Drder Name Sdigit zip Message to appear on statements Report Styles FullPage Use Letterhead FullPage Two Columns FullPage with Pledges def FullPage with logo Full Page Text only printer As you can see you can choose the date range to report on or you can generate a receipt by reporting for a specific contribution As with other member reports you can choose to exclude certain members based on the mail code If you want the member contributions reported to the whole family you would choose one of the family reporting options instead of individual
6. The look of the Cell Meeting Report Form is based on a template The template is read in by the script then outputted to a web page with the cell s information included The template can be modified to accept different types of information The standard information such as meeting date and member visitor counts will be imported into the cell meeting history table Any information that you request in your online report form that can not be directly imported into an Excellerate cell meeting history will be included in the comments section of that record You will be flagged with a red w which means there is more information for you to do something with All INPUT NAMEs and field names are case sensitive Use the form tag like this lt FORM name Name action LocationOfScript gt The LocationOfScript tag will be replaced by the cgi with the correct information Somewhere in the form you have to include this comment 148 Internet Integration lt Form Variables gt This is used by the script for internal information The following tags are required for the cell leader report form These tags must appear in the report form If you do not want input tags displayed for user input set their TYPE HIDDEN Display cell information tags required Cells Name for the cell s name Cells LeaderName for the cell s leader s name Input tags for cell information required These fields will be valida
7. 222 565 5555 District z Envelope 0 Annivers 2017986 Birth 09 08 966 FAX 222 514 8956 Zone A z E Addresses P Spit tamily addresses Comments Age B7 Se SEN Be ion v 4 1 Home Joe ls interested in Pets b09 A 11212 Dogwood Ln eil ei oeh User2 group to help people k r f TN make small repairs to User3 Cell Member 3 their houses Usera Maxwell Pete L v Cell Groups Cell Attendance Contributions Pledges Family Followup Profiles MemberSteps Organizations Visits Counsel Classes Member Water Baptism 01 01 1996 Completed Christianity 101 02 01 1996 Completed Encounter Retreat 03 01 1996 Completed Interested in ministry Discipleship 201 02 16 1999 Discovery Seminar Leadership 301 ast updated 01 13 03 by MANAGER Il Sa EI The Member screen as well as the other edit screens in Excellerate is divided in half The top half contains all of the general information about the member and the bottom half contains the associated information tabs Most of the fields in the member screen are self explanatory but we will highlight the fields with special meaning or that are not apparent Member ID A members ID number is automatically assigned when the member is entered into the system This number is unique to this member and is used to link all other related information to the member Last The Last name field can be used for a member s last name or a business name Prefix Th
8. In a G12 structure when you right click a cell to see it s members it will look similar to the following Cell Tree 13 cells SS Children Bob Taylor 7 EES Men Pete Maxwell S Bob Taylor Kieth Neal Jimmy Landry Men 01 Peter Johnson Men 02 Terry Landry Men 03 Joe Adams Men 04 Mike Williams Men 05 Adam Jones Men 06 Joseph Phillips A es Women Kristi Maxwell ae Women 1 Tina Adams CS Youth Erin Rushing Legend Ss Cell Group Sr 2o Cell Group with other Call Member E Cell Leader Leader of Leader over groups below it other cell a division Double Click to go to group member e Organizational ln 4 i Right Click See e slo View Og Chat Salz 66 Cells In this example we see Pete s group of 12 Since he is encouraging his members to start their own cells we see that several of them have These are denoted by the picture of a member with a cell around them Peter Johnson has groups under him The Cell Organizational Chart The cell tree is a helpful view of your cell structure but sometimes is easier to look at the traditional organizational chart that we are used to seeing These charts can be impossible to create by hand especially with a large number of groups The cell tree can be viewed as an organizational chart by simply E pressing the button Organizational Chart Iof x 2 2 99 New Life Church Cell Group Or
9. You can create a new database or open one of the samples below You can open a sample database at any time from the File menu Open SAMPLE database Open SAMPLE G12 database To create a new database select the Open OTHER database button First time setup d E x M The following database will be created c program files excellerate database mdb If this is your first time running excellerate you will need to create a new database Choose the Create new database button below If this is your first time running excellerate and you will be using it over a network the database may be located on your network server Choose Open other database and locate the database on your network server IF you are trying to open an existing database the one specified above does not exist Choose Open other database or create a new one Open other database Cancel For a single user setup choose Create new database If this is a multi user network setup and the database has already been installed on your file server choose Open other database and locate the database on the file server The ID and password for your new database is MANAGER and the USER ID is SETUP This ID gives you full access to all program functionality You may and should change the password to prevent unauthorized users from having full access 11 Getting Started Program Registration After creat
10. s meeting totals or a summary like this for each District Zone or whatever division names you use Cell Meeting Report by Date 2 1 99 9 25 44 AM New Life Cell Church Page 1 Cell Meeting Report by Date District 1 Zone A 09 01 1998 10 31 1998 September 1998 October 1998 Parameters by Month and Div zU and Div2 A The Cell Meeting Report by Date provides a breakdown by Month or Year of your cell growth This report lets you look over a period of time to see if and where your cells are growing if attendance is increasing etc 116 Reporting Cell Member Attendance Chart The Cell Member Attendance Chart can chart cell member attendance to easily observe their faithfulness or look for signs of continued absence This can be reported by date range for up to 20 weeks of history You can also report for specific districts zones etc EEN New Life Cell Church Celi Member Attendance Chart All Cells 12 01 1999 12 31 1999 Pastor s Cell Leader Pete Maxwell Phone 123 456 7890 X Attended meeting NiM No meeting NR NoReport Cell Members Meetings va 1207 12 S Tina dams Phillips Rushing Taylor Members Who Missed Cell Meetings The Members Who Missed Cell Meetings report allows you to list those members who have missed a certain number of consecutive cell meetings This is a tool to quickly spot members to follow up on Missing Cell Report List The Miss
11. xeelterate Cell Church Management Gees User Manual Version 3 ie Micro System Design PO Box 1401 Cordova TN 38088 1401 phone 888 371 6878 web www excellerate com email info msdweb com COPYRIGHT Excellerate Copyright 1999 2004 Micro System Design All rights reserved Other company names and product names are trademarks of their respected companies PROGRAM LICENSE AGREEMENT CAREFULLY READ THE FOLLOWING TERMS AND CONDITIONS BEFORE USING THIS PROGRAM USING THIS PROGRAM INDICATES YOUR ACCEPTANCE OF THESE TERMS AND CONDITIONS IF YOU ARE NOT IN AGREEMENT RETURN THE PROGRAM UNUSED AND YOUR MONEY WILL BE REFUNDED LICENSE You are granted a non exclusive license to use the enclosed program subject to the terms of this agreement SINGLE USER LICENSE With a single user license you are allowed to use one copy of the software on one machine If you wish to use the software on multiple computers you must purchase the multi user version MULTI USER LICENSE With the multi user license you are allowed to use as many copies of the software as needed as long as they are used within your organization LIMITATIONS OR REMEDIES Micro System Design will replace defective diskettes which are returned to Micro System Design with a copy of your invoice or receipt IN NO EVENT WILL MICRO SYSTEM DESIGN BE LIABLE TO YOU FOR ANY DAMAGES INCLUDING ANY LOST PROFITS LOST SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARIS
12. 123 456 7890 067 30 98 Member Fleming Jewell 225 554 4005 10 14 38 Member Haddox David Wayne 123 456 7890 o6 30 398 The Cell Info Report like the Member Info Report shows detailed information for a cell group or a list of cell groups in the current view The following associated info tabs will also appear on this report Cell Members Cell Activities Member Change History Cell History Cell List Report The Cell List Report is another report that uses different styles to produce a wide variety of printouts You can choose a view that shows just the cell groups or the cells with their members or activities etc This report also can be printed for any cell view or for just one cell 113 Reporting Cell Leader Form The Cell Leader Form is the form you print out each week for your cell leaders This form provides the leader with a list of members their phone numbers a place to check off if they ve contacted them or not etc This report can also remind your leaders of upcoming cell activities and member s birthdays This is another report that uses styles which can be modified by the user to meet the cell group reporting needs of your church New Life Cell Church Celi Leader Report Form Cell Type Family Cell Leader Cell 1 A 1 District Brandon Ellis Cindy Abed y Mecingdwe Zone Grant S Samuel Sun Mon Tue Wed Thur Fri Sat Circle one For week ending 1 9 1999 Missionary Pray for Kevin G
13. Consolidation Training When Meets ovecnesday Nights 7PM l X Scheduled Class Sessions Number of sessions 1 Remove all attendees campus E Session Tonie DateTime e Attendees User fields Convince Is gt 1 Training 01 01 1997 12 00 A 7 ussa Assistant j User2 User3 Sts Starting Ending veel oe Users Training 03 01 1999 Neal Kiet Training 03 01 1998 Neal Leslie Training 03 01 1997 _ Robins Jeff Training 03 01 1997 E Smith Kathy Training 03 01 1997 Last updated 12 17 03 by MANAGER 4 The top section of the screen shows basic information about the class including the class name leader and when where it meets The Associated Member Step field tells Excellerate that this class corresponds to one of the member development steps and that when this class is completed that step can automatically be updated in the member s record The next section lists the sessions that make up this class This is only available for a traditional class not a Post Encounter School of Leaders class For example if a class has three parts to it maybe with three different topics you would enter each part in this section Members can then be assigned to a specific session or to all sessions To add edit or delete a class session use the add edit and delete buttons in the scheduled class session window Notice in the window the number of attendee
14. Duerz Email e H flueryl city buerg fueryl zip In ge Marital statusi Queryl Maritals Gender Queryl sex Hei PI a TRE i Date name was received Buerg Firs 2 H Nane came fron uery1 Fo11 Responded for fueryl FF_D Comments Queryl Comments 2 i D a 4 i ira ba im fo i ontacts Pate Type Action Taken Response H a Play AMER AS Oe YATE AN TOE ORAS SON EE HE aa hu KR if Queryl i f Queryl Cont if Queryl ContactResp1 gt Queryl ContactRespl rn 3 S Beripuerz i Queryl Cont if Queryl ContactResp2 gt Queryl ContactRespz In hu S a h f Queryl br Queryl Cont if Queryl ContactResp3 gt Queryl ContactResp3 in E H hf Queryl if Queryl Cont i f Queryl ContactResp4 gt Queryl ContactResp4 You will see the labels and data fields that make up the report above Hit the Data button to see the data that drives the report 127 Reporting Data for Report x Description Report Query L ELECT Members Sponsors Email AS SPEmail Addresses Addrl Addresses Addr2 Addresses City Addresses State Addresses Zip FROM Members LEFT JOIN Members A3 Sponsors on Members FollowapSponsorID Sponsors MemberID LEFT JOIN Addresses ON Members AddressID Addresses AddressID WHERE Members FirstVisit gt BL AND Members FirstV isit lt P2 UNION SELECT PreMembers Sponsors Email AS SPEmail PreAddresses Addrl Pr
15. Enter the number of fields to select then drag them Shift right click again and reset the count back to 1 Exporting Flex Field Data To export the data in flex fields you must first modify the export maps such as website map or default map and add the flex field entries to that file You can use notepad to edit those files 166 Utilities and Preferences Preferences The preferences screen found in the Options menu allows you to customize the behavior of the program Preferences eee Church Information Church Name TERRES eres Address 1100 Germantown Ad Address2 Cancel City Cordova State Province TN PostalCode 3801 8 Help i Program Options Database Nome C projects exceller 2 databasepete mdb Pi Cell Group options Contribution options Word Processor C Program Files MS Office winword w l L Ee Web options When starting Excellerate open to Members X Advanced options Enter your names for m User definable fields Cell division 1 District Members Cells Activities Addresses Organization Classes SE Zone User 1 Emphasis z UserTotal 1 fwaterBapt Cell division 3 Section User 2 Childcare x UserT otal 2 Cell division 4 ell division User 3 User3 UserTotal 3 tern Cell Intern 1 In em User 4 User X UserTotal 4 Cell 2 ji tem2 l Intern MER User 5 User5 z UserTotal 5 Cell Intern 3 interna Call Supervisor Super
16. Men s Prayer Breakfast Facilitator Joe Adams info email com 901 222 4444 Tuesdays 6 30 AM Church Administrative Office 100 North Street in Cordova y Childcare No childcare provided Requirements None Women s Book Study Facilitator Tina Adams tin 901 mail com 333 4444 Thursdays 7 9 PM 123 Main St in Cordova Join us as we discuss Battlefield of the Mind by Joyce Meyer Childcare No childcare provided Requirements Participants will need a copy of Battlefield of the Mind by Joyce Meyers 143 Internet Integration Web Reports Excellerate has the ability to allow reporting on your web site from just about any Excellerate data This is done using a two step process Web Reports E x Web Reports ate used to export data to your website to be used in generating online reports These reports ONLY DEFINE THE DATA not the layout for the online reports The layout is defined by online HTML template files Each data field must have the actual fieldname as the heading Available Reports New CellMeetings_12Mos_ByDate CellMeetings 12Mos_ByDivs 7 CellMeetings4ndSteps_ByDate Modify CellMeetingsAndSteps_ByDivs HOLD Followup_Index PickLists Delete ddi Any reports with HOLD in the name wont be sent Export Preview Cancel Help First you use the Web Reports feature to define the data that will be uploaded to the web site for reporting This is
17. Setting up Web Integration 136 Using Web integralon zeiss aa rani enra ra enaa DEAA EERE TESSA 139 Modifying Web integration to fit your web site 147 List of Excellerate s Web Integration Files c cccccecceceeceeceeeeeeeeteneeeaeens 154 EMOL 155 Setting Up Gd EE 155 BE te E CV EE 157 Merge Fields IN EMAI issena ee hu AE 158 EMA Rente ukuken ea ee EE EE 158 Chapter 14 Utilities and Preferences SSES 161 Change User Password 161 Set Database Dassword etterat 161 Remove Members 161 Remove Old Contributions 2 0 ccccccccccecsseceeeeeeeeaaeeeeeeeeeeaaaeeeeeeeeeaaaeeeeeeeeegaas 162 Re Index Compact Database cccccccccccccseeecaeeeeaeeeeaeeeeaeeeeaeeeeaeeeeaseneaeess 163 Remove Old Locke ancestral tate tea anatase ee ees 163 Edit History FIGIMS EE 163 Edit Required Fields ue EE Moan dnd Pedeayldeatadaegeat deanna 163 Update Cell Meeting History 164 Enter Church Attendance cccccccccccccseeceeeeceeeeeeeaeeeeeeeaeeeeeeeaeeeeeeeaeeeeeeeaaeess 164 ele WE Tt NEE 164 Elsen EE EE 164 Pref rences Zeen ee enh Bidet athe thei teens 167 lte eege eege ee 172 importing and Exportimg AEREE EEA Ai 174 Importing Church Attendance with Barcodes 176 Importing Post Encounter School of Leaders Attendance with Barcodes 179 ee E 181 Browse Columns cccccccccceccccceeeeeeeeeececceeeeeeeeeeeeeseaeeeeeeeeeneeeseneeeeeeeeeeeeeseeas 181 Member e E 181 Report Gives A 181 Backing EE 186 Techni
18. These fields can be set up to accept any value or values from a picklist You can also add your own new fields to Excellerate and place them in the member screen See the section on Flex Fields later in the manual The Cell Group Information section will show what cell group if any the user belongs to Since this field is underlined in blue you can also double click it to jump directly to their cell group The fields below specify what divisions the member is assigned to Members can be assigned to divisions but not necessarily a cell New members may be assigned to a District and Zone for example to be followed up on by that zone pastor but they may not yet be in a cell When they do join a cell these fields are updated to reflect the divisions of the new cell These fields can be automatically assigned when entering the members zip code See member addresses below The Cell Member Sponsor field is used when the member joins a cell If one of the existing cell members were responsible for the new member joining their cell then that person would be recorded here This way you would know to keep these members together when multiplying the cell You may find other uses for this field as well 35 Pre Members Members and Pastors Member Addresses To add a membere address use the button on the left side of the screen next to the address window The member address screen will appear Addresses EN RE Address Type fitiome
19. filenames A simple built in FTP utility is available in the FTP Utility tab This utility will allow you to list files and directories of your web site as well as upload download other files There is a Command button so if you know the names of the FTP commands you can quickly enter them here Also included on this page is a button that will upload your database or other files to Excellerate support if you need help with your data Now that the directories have been setup and scripts modified if needed you can use the Install buttons to install the scripts and support files on your web site The Install server scripts on web site button will install the perl scripts to the cgi directory on your site The Install HTML templates on web site button will install the supporting template files to the data directory on your site First choose which templates to install either the default or the G12 templates Finally use the Send Retrieve Web Updates tab to send the data files to the web site 138 Internet Integration Send Retrieve Web Updates Web Host Settings Web Server Configuration FTP Utility Send Export and Send to web Send to website V Cells V Members V Web Reports IV Automatic Export Allow web entry of cell meeting reports for dates in the past 14 days mRetrieve Retrieve from web Re process a file View cell meeting screen Print cell meeting report You can choos
20. or Last name Set this field to whichever method you will use most Accounting period Excellerate tracks contributions according to the accounting period Here you can set your current accounting period The accounting period is only used to calculate contribution totals for the various periods such as month to date quarter to date etc Show member name when entering contributions This option allows you to hide the member s name when entering contributions If your church uses the member ID or Envelope to enter contributions you can keep the members identification private so that other people in the room will not see the members name This option disables the ability to look up members by last name during contribution entry Allow editing contributions after they have been posted If you want to be able to add edit and delete contributions after they have been updated from batch entry check this box Typically you would not want to allow this but if your church is smaller and doesn t require the batch entry process contributions could be added by going to the member edit screen and to the Contribution associated information tab Allow contributions with 0 amount This allows posting special contributions such as stocks where you do not have an actual dollar amount but you want to record the contribution Prompt before resetting account totals When Excellerate detects the current date has changed into a n
21. pastors only Use the Al button or the F9 key to select the Pastor Module Members are of course the members of your church They are also any individual or business that you wish to track contributions for Members would also include anyone you wish to track through cell groups member steps classes and organizations Your cell groups may consist of a few members from other churches These people would still be entered into the member module and designated as OtherChurch in their member type field Use the jj button or the F5 key to select the Member Module We will describe the Member Module in detail here Remember it contains the same screens used for the Pre Member and Pastor Modules 31 Pre Members Members and Pastors When selecting the Member Module you will see the Member browse screen Excellerate 3 0 C Program Files Excellerate3 sample mdb File Edit View Reports Contributions Options Utilities Help IER EI Members Tat gengen E PUE EADIE taf Seal ken Den Festhal Eeer s Member Adams Joe Head 222 222 2222 1 4 1 4 Member Adams Mary Spouse 222 222 2222 1 A 1 4 Member Adams Tina Child 222 222 2222 Pastor s Ce Member Adams Tommy Child 222 222 2222 1 A 1 D Member Johnson Peter Head 555 555 5555 Pastor s Ce Member Jones Adam Head 111 589 7893 Pastor s Ce Member Landry Jimmy Child 222 222 2222 1 A 1 A Member Landry Teny Head 111 369 8569 1 4 1 4 Member Landry Theresa Spouse 222
22. 222 222 2222 Pastor s Ce AA Member Adams Tommy P Child M 222 222 2222 1 A 1 D ZA Member Johnson Peter L Mr Head M 555 555 5555 Pastor s Ce 8A Member Jones Adam R Pas Head M 111 589 7893 Pastor s Ce ER Member Landry Jimmy P Child M 222 222 2222 1 A 1 A 11 Member Landy Tery F Mr Head M 111 369 8569 1 4 1 4 104 Member Landry Theresa E Mrs Spouse F 222 222 2222 1 4 1 4 2A Member Maxwell Kristi M Mrs Spouse F 123 456 7890 Pastor s Ce 1A Member Maxwell Pete L Pas Head M 123 456 7890 154 Member Neal Kieth R Mr Head M 111 254 8769 Pastor s Ce 14A Member Neal Leslie A Mrs Spouse 222 222 2222 7A Member Pearson Jason P Dr Head 111 258 9784 1 A 1 C 164 Member Pearson Melinda Mrs Spouse F 222 222 2222 1 A 1 C 18 A Member Perkins Rose M Ms Head F 111 587 4455 1 A 1 C 19A Member Phillips Joseph R Mr Head 111 458 6987 Pastor s Ce 20 4 Member Robins Jeff K Mr Head M 111 587 9874 1 4 1 4 214 Member Rushing Em E Ms F 111 353 3535 Pastor s Ce 24 A Member Smith Kathy A Ms Child F 222 222 2222 1 A 1 B ad gt New Life Cell Church All Members Actives 26 Records The Member module will be the first module you see when you start the program Remember however that you may change this initial module to Cells Classes or any other module by setting the Open to module field in the Preferences screen 25 Getting Around Tool Bar CL IESSESIETG aS E Members All Members
23. All Members New Edit Views E Anniversaries for Month Build new view E Anniversaries in date range Edit current view E Birthdays for Month ae E Birthdays in date range Saved Views Businesses Save current view Edit saved view REENEN SI E Cell Leaders in Network E Cell Leaders in Network The12 Import Export E Cell Members in Network Cell Members in Network The12 Load view from web Import view from file Children Export current view Export saved view If you wanted to use a cell view you would have to be in the Cell Module Views also play an important role in reporting If you want a report of all members who have a birthday this month you would first select the view Birthdays for Month then specify the month The member browse will then show all members woe birthday is in that month Now you can report on these members in several ways by choosing the appropriate report labels or mail merge from the reports menu 97 Views Selecting Views To select a view simply use the Select different view button from the toolbar or the Select different view option under the view menu and choose the desired view You can choose the current view one of the saved views that are available to all users or your default view which is defined by your default view parameters assigned to your user id Most views have prompts built into them These views will ask you
24. Cell they re a SUPERVISOR of and their Cell Activities Members and their Meetings Counseling Members and their Organizations Members and their Profile Codes Members and their Member Steps Members and their Contributions Members and their Pledges Members and their Church Attendance Which item you choose depends upon what information you want to select or sort on For example if you want to view members that live in Memphis you would need to select on the city field of the member s address Therefore you would choose Members and their Addresses Use the Description field to name the new view For example Birthdays for Month When describing your views try to choose a name that starts with a word or phrase that indicates the selection criteria For example instead of saying Members with a Birthday in Month use Birthday for Month This way you will be able to quickly find the views relating to Birthdays When you have a long list of views this will be very helpful Also when naming views that select on the division fields instead of using the division name of District or Zone use the div name of Div1 or Div2 etc Excellerate will automatically replace Div1 with District or whatever the Division 1 name is This way if you change your cell structure the views will reflect the new names 99 Views The third question is answered by adding selection criteria To select members that live in Memphis hit the Add b
25. Contribution options Word Processor C Program Files MS DfficeSWwinword w l bi Web options Cell Group options When starting Excellerate open to Members Advanced options This screen allows you to define the specific attributes of your church Church Information Enter your church name and address information This information will appear on reports and other printouts from the program Database Name You can create several databases within Excellerate This is useful if you want to have a training database separate from your main database or for keeping multiple congregations separate form one another The Database Name option allows you to specify which database to automatically open when starting Excellerate Typically this would be your database mdb located in the directory where you installed Excellerate but if you are using the network version this will be the database on your file server This is a local option that only affects this workstation Word Processor If you would like Excellerate to automatically start your word processor for mail merges enter the full path to your word processor This is a local option that only affects this workstation Open To Module Specifies the module that you want to see first when the program is started This may vary from person to person depending on their job duties This is a local option that only affects this workstation 13 Getting Started C
26. E Fe EREM The Tool Bar allows you to navigate within the program quickly The first set of buttons on the left side of the tool bar will take you to the different modules of the program D Pre Member Module Hil Member Module ES Cell Module Class Module Hi Organizations Module Pastors Module Contributions Module E School of Leaders view of active students or classes if installed Internet Integration Select a different view or selection of people cells etc These buttons can also be selected with the following function keys F4 Pre Members F5 Members F6 Cells Groups F7 Classes F8 Organizations F9 Pastors F10 Contributions F12 Select different views The buttons on the right side of the toolbar are for working in the currently selected module The buttons are for Adding Deleting and Editing records The Tel button is used for finding records within the current module The button is used for sorting the current view in different ways The button is for printing lists and reports Other buttons will appear on the toolbar that are specific to the selected module Hints are available for these buttons as you hold the mouse pointer over them 26 Getting Around Browse Screens When you select a module to work in Members Cells etc you will see the browse screen for that module The browse screen lists the records in that module for the current view you have selected The browse scree
27. Entry x Entering cell reports for week 50 Year 1999 Dates 12 06 1999 tof12 1271999 E Help Cell Groups Current Cell Members 12 Tag All _ Cell Name Reported Type Member Attended Date 12707 1999 Cell didnot mest T 7 Pastor s Cell Adams Joe Cell did not report BEE Member Adams Mary Yes 1 Topic Faithfulness 141 8 Member Adams Tina Yes Led by m awal Pate z 1 4 1 E 1 4 1 D Members 11 WaterBapt Visitors 3 Chidren 2 Salvations Meeting Report for Cell Pastor s Cel 2 Member Johnson Peter Member Jones Adam Landry Jimmy Yes Member Landry Terry Yes Member Maxwell Kristi Yes Member Neal Kieth Yes Member Phillips Joseph Yes Member Rushing Erin Yes Comments Visitors Joe brought a new couple to the group Mark and Candice Jamison ph 323 4231 Erin brought her sister Amy Adam was sick so we prayed for his health Good meeting Everyone participated 29909m Member Taylor Bob Yes 4 D 4 gt al z gt Change Selection Cell Members Add Edit Delete Save Cancel Delete There is a lot of information on the screen at first glance but we tried to put all of the functionality you need while entering cell meeting totals in one screen This way you won t have to get out of one screen into another to add a cell member etc Basically the screen works like this All of the cells that you
28. Evaluations Testimonies GearUp Evaluation i Submit report EN 4 gt Done 1 i internet a Here a leader simply enters the information about the meeting checking those who attended and entering any new members or visitors as well as any comments That information is then submitted for Excellerate to import Member Visitor follow up updates To update visitors and follow up information the leader or sponsor logs into their info screen 141 Internet Integration New Life Cell Church My Information Firstname oe Address 11212 Dogwood Ln Lasstname Adams o Address2 Ir Middle rR City Kadoen HomePhone 222 222 2222 State bm WorkPhone 222 111 1111 Zip bamg ooo CellPhone 222 985 6258 Email Jean hometime org Update record Le EEE See Goto My Follow ups Goto My Cell Group From this screen the leader can update any if his own contact information or go to his Follow ups or his cell group After pressing the button the following screen appears New Life Cell Church My Follow ups Name amp Contact Information Address Contact Attempts Status Date Type Response Follow up Active C Inactive Address 100 Cordova Drive 1 foz0371999 Phone interested zl Type Visitor z Firstname Adam Address TI 2 Iooeadet zZlllntersge zl Relation Head z Lastname West City loa o a i ome leese zl Maried Maried HomePhone State IN 4 ___ HomeVisit Interested zl WR 02
29. In Home Visit Interested How heard about Friend 3 Follow up from Visitor 4 Follow up sponsor Katie Odom Cell sponsor Cindy L Brown Family Members Spouse Cindy Abed Profiles Jason Sarver Pastoral Care Update ap Kitchen Interest Clerical Interest Community Outreach Interest Music Interest Member Development Steps 017 06 98 Completed Water Baptism O3 11 98 Completed Christianity 101 057 22 98 Completed Encounter Retreat 08 11 98 Discipleship 201 11 28 98 Discovery Seminar Ol l4s99 Leadership 301 037 29 99 Champions Retreat Organizations 10 01 95 Choir Alto 10 14 97 Prayer Shield Prayer partner Visits Counselings 10 17 98 Hospital Broken Arm In field Teddy Long 10 15 98 Counsel Ministry Church Teddy Long IClasess 08 04 97 Discipleship 201 1 Building Foundation Yes 087 11 97 Discipleship 201 2 Pray Effectively Yes MO 4190 09 Ni nnivtambin 701 Reporting The Member Info Report produces a detailed member report including all associated info tabs such as family members profiles cell groups etc Member List Labels The Member List Labels report is a report with different styles With this report you can print a member list of names and addresses mailing labels etc This report also allows you to exclude certain members from mail outs If you indicated that certain members should not receive mailings by setting their Mail Code to N or some other value of your choice you can s
30. Nursery Nursery Interest Sewing Interest Delete Profile afl Cancel With member profiles you can search for members with a specific interest when a need arises in that area This may include everything from locating volunteers willing to sew costumes to identifying people interested in bicycling that could assist in planting a special interest cell group The Member Steps tab allows you to track a member s progress through your churches member development process 38 Pre Members Members and Pastors To add a new step to this member use the button Member Step EN Member Abed Cindy M Step Leadership 301 Step number 6 Date or 27 1999 EL Completed Notes L Pre load Auto SEH Cancel From this screen you can select a specific step to add to the member or you can choose Pre load Auto Steps This option will automatically load all of the member steps that have been designated as Auto Steps This way when you pull up a member record you can easily see which steps have been completed and which steps have not Member Steps Completed Comments Water Baptism 01 06 1998 Completed Water baptized at the cell group Christianity 101 03 11 1998 Completed gt Encounter Retreat 05 22 1998 iit ene Cindy feels a calling into the ministry Discipleship 201 08 11 1998 Discovery Seminar 11 28 1998 Leadership 301 01 14 1999 To indicate that a step has been comp
31. You can quickly mark all members present or absent by using the Tag All button 69 Cells As members are tagged Excellerate will automatically calculate the number of members present at the meeting It is possible to enter a different member count than the number checked off if necessary To further ease the process of entering attendance you may choose how you want the attendance to be marked by default In the program s preferences screen you can choose to have the attendance default to all present all absent or to use the attendance from last week s meeting You may also choose to turn off cell attendance tracking here As cell member attendance is recorded the information is available in each member s edit screen in their Cell Attendance associated information tab From that tab you can view an individual member s attendance history Cell Attendance Reports By using the Cell Member Attendance Chart attendance can also be reported in a chart form to easily see a cell s history This report can be printed for all cells or any view of your cells such as a district The Members Who Missed Cell Meetings report allows you to list those members who have missed a certain number of consecutive cell meetings Updating Cell Meeting Totals It is important to make an entry for each cell every week This is how the program knows how many cells you had a few months back before you added a lot of new cells To make
32. are designated as history fields This list of history fields can be modified in the Utilities menu The Cell Attendance tab shows individual cell members attendance history Member s attendance can be modified here by double clicking the Attended column Again on a weekly basis you would use the Mass Cell Meeting Totals Entry screen for recording attendance for all of your cells but this tab shows the attendance for one particular cell Representing Your Cell Structure in Excellerate Many different cell models exist around the world Excellerate was designed so that it could represent any of them by using a flexible naming scheme and by allowing you to place cells under other cells to create a cell structure that resembles a typical organizational chart Two common cell models will be described below to demonstrate the different characteristics unique to each Your particular model may match one of these or may use aspects from each We recommend that you read through the entire section before starting to create your cells The 5 X 5 Model In the following discussion we will use the names District Zone and Section to identify our divisions Div1 Div3 Your church may use other names If you were to draw a chart of your churches cell structure you would probably draw an organizational chart with cells listed under district zone and section pastors In Excellerate to represent cells as being under the district 1 pastor f
33. are responsible for are listed in the window on the left This will be the cells in your current view so if you work with district 1 cells these will be the only ones you see here The middle window lists the current cell members of the cell highlighted on the left The window on the right is where you record the totals for the meeting 68 Cells To start entering totals you simple specify which cell week you are reporting for You can do this by typing in the dates or by using the calendar button Then you just fill in the fields for the meetings You only have to enter the date and topic one time and they will be carried over to each cell meeting for you The person who led the cell meeting will already be set to the cell leader but you can change that if another member led the meeting Enter the totals from the cell leader report form and then hit the Save Next button This will save your totals for the current cell and then bring up the next cell for you to enter totals So the process is really just entering a few numbers and hitting Save Next until you are done As you enter your totals you will notice the date of the meeting appear in the cell list in red This shows you that a report has been turned in and entered for that cell The cells without a date have not been entered yet When a cell decides not to meet for some reason it is important that you still make an entry for that cell All you need to do is check the Cell
34. be modified 108 Reporting Follow up or Consolidation Report Graph The Follow up Report or Consolidation Report a G12 term is a powerful report used for following up on new visitors and converts as well as analyzing the success of your follow up ministry Follow up Report Graph x ollow up Repor Repot for e All C Followup Sponsor v IV Only show members marked as Active Follow up Report as Followup Report Followup Graph Totals Consolidation Report Followup Graph Percentages Show these member steps Water Baptism Pre Encounter Encour w Group on hi lone Page break on sort group Sort by Name FE Repot in summary only Report Member Type blank forall IT cl Report for members completing step E Report for members following up tm sl Report for members with profile code Poo w Report members where first visit date mz m7 Bl leave blank for all leave blank for Si Network z Thet44 Thet2 z Thet728 V Report for Members IV Report for Pre Members Print Preview Graph Cancel As you can see there are many options on this report which allow it to perform a wide range of functions from listing the follow up information for a particular sponsor to analyzing the overall follow up success To print a simple follow up list you can choose to report for all sponsors or for a particular sponsor In the Report as field choose Fol
35. done by creating a Web Report which is a custom report that simply gets exported to a text file and uploaded to the web site Therefore the layout of the Web Report does not affect the layout of the actual report on the web it only defines the data The report should be simple plain text field names in the title band and data fields in the detail band Any Web Reports with the word HOLD in the name will not be uploaded to the web site See the section on custom reports for more information Next you define the layout or look of the report using an HTML template The HTML template defines the different reporting bands their colors fonts etc and contains data tags such as LeaderName to show data fields Finally once you ve updated the web site from the web integration screen with the data and the template you use the web script exwebrpt pl to run the report The script should be run from an HTML lt FORM gt on your website Creating these reports will require the skills of a web designer but looking at the included web 144 Internet Integration reports will help The following files are used in generating the My Group Meeting History Detail Report WR_CellMeetings_12mos_ByDate QR the web report that defines the data EXWR_CellHistory htm the HTML template that defines the layout of the report Exreport htm the page that calls exwebrpt pl to run the report Retrieving the web updates When information is su
36. each cell If not the update will automatically make an entry for you indicating that the cell did not turn in areport You can then print a list these cells if you need to follow up with them It is OK if some cells don t turn in a report but the system must have an entry for each cell every week and the update ensures this Contribution Options Before using the contribution module you should verify several program options within Excellerate to ensure they are set according to your church operation See the section on setting up contributions in the contribution chapter of the manual Email Options Excellerate has the ability to send email messages You will need to have an SMTP outgoing mail server to take advantage of this feature See the section on setting up email in the Internet Integration chapter of this manual Web Options The web integration feature allows you to integrate data from Excellerate with your church web site See the section on Setting up Web Integration in the Internet Integration chapter of this manual Advanced Options See the chapter on Utilities and Preferences for information on the advanced options 15 Getting Started Logging in Once you ve setup your preferences and users you can now log into the system Excellerate 3 0 EF exrellerate Cell Church Management Software Registered to New Life Church Logon C Program Files Excellerate3 sample mdb Sei Enter User ID Enter
37. enter the required IRS message that should appear on the Member Contribution Statements Your message to appear on Member Contribution Statements This allows you to enter your own message on the statements Contribution Security There are two ways Excellerate secures your contribution information First you can grant different levels of access to individual users by setting their User Access codes in the User IDs setup screen To prevent any access to financial information leave the financial field blank To allow read access only enter the letter HR To allow read and update access which includes adding and editing contributions use the letter U To allow full access which includes deleting use D There is one other special level denoted by the letter G G will allow a user to see the last date a member gave but not any other giving details This applies to the financial field only The following options require Delete and Update access change accounts reset or reverse update contributions end of period processing The second way is to allow you to set a database password This will prevent users from opening the database with another program other than Excellerate 86 Contributions without knowing the password To set the password use the Set Database Password option in the utilities menu See the chapter on utilities for more details Contribution Types Excellerate allows you to set up the va
38. for a view criteria such as what district what member type etc By prompting the user for these values you don t have to have a separate view for each district or member type etc Creating a New View Excellerate comes with several common views built in but undoubtedly you will want to create your own This can be done by using the Build new view button in the Select view screen When you build a new view you are actually building a query or an SQL statement for the access engine to process Instead of having to write this statement by hand the Build new view screen builds it for you by asking a few questions Build new view EN View for Tables Description Selection Add Edit Delete J Ask for specific Member Type Cancel Views The Build new view screen asks the following questions What module is this view for and what kind of information should we get What do you want to call this view Which records do you want to select How do you want them sorted The first question is answered by choosing an entry from the picklist For the member module you have the following option Members Members and their Addresses Members and their Classes Members the Cell they re a MEMBER of and their Cell Activities Members the Cell they re a LEADER of and their Cell Activities Members the Cell they re an INTERN of and their Cell Activities Members the
39. hash totals you will see the current amount which represent the total of the contributions entered into the batch the pre calculated amount entered by the user and the difference The difference totals should be zero if the batch was entered correctly Entering the contributions Entering contributions is quick and easy with the contribution entry screen To begin use the add button or hit insert Member D D Envelope Lastname z New Member Edit Member Peter Johnson 1359 Hollyberry Dr Cordova TN Use ID 0 for loose cash Check or Check zl a rr Batch 1061 Type Check X Description Receipttt 650 Amount AcctDescription_ _ Type Checkti Tax Description Receipt__ Missions Check Deductible Check Deductible Distribution 400 00 Acct Description Amount B Ebaseto GF General Fund 300 00 00 TAPE Tape Minsitry Accounts Post using pledges Help Done Pledged With this screen you simply enter the Member ID or Envelope number tab to enter the amount check or type and then hit enter Repeat this process for each contribution to be entered Notice that if you don t know the member ID or Envelope number you can always use the name search field Just start typing a few letters of the last name and the member will be selected for you You can change the account that the contribution is designated for if necessary but this can be defaulted to any account y
40. hidden gt lt input name SELECTION CRITERIA value CellID 1 type hidden gt lt input type submit value View gt My Group Meeting History Detail lt select name DATERANGE size 1 gt lt option gt This Week lt option gt Last Week lt option gt This Month lt option gt Last Month lt option gt This Year lt option gt lt select gt lt form gt Since this form is contained in the EXREPORT template which gets processed by replacing variables with real data the value of Cell in the SELECTION_CRITERIA variable can be automatically evaluated instead of hard coded when the real leader report form is generated So that SELECTION_CRITERIA really looks like lt input name SELECTION_ CRITERIA value CellID Cells_ CellID gt The EXREPORT HTM templates are examples of calling EXWEBRPT PL 153 Internet Integration List of Excellerate s Web Integration Files All of Excellerate s web integration files start with the letters ex Cell Reporting exform pl Script for logging into weekly cell reporting exlogin htm Alternate HTML form for logging into weekly cell reporting exsubmit pl Script to process entered weekly cell report forms exreport htm HTML template defines the look of weekly cell report forms exreport_g12 htm Alternate HTML template for G12 model Web Reporting exwebrpt pl Script for generating the report exwr_cellhistory htm HTML template the layout of the report exwr_cellmeetingsandstep
41. implementation as your needs evolve At this point your database is configured and ready to use If you want to further customize the settings the following sections will describe how Picklists Picklists are handy lists that pop up when entering information into certain fields For example when you need to enter a district for a cell report you can choose it from a list instead of typing it These picklists are defined by first choosing the field for which the picklist belongs and then Add Change or Delete the values for that list Most picklists will already have some common values entered You may just need to review these values to make sure they are appropriate for your church 19 Getting Started To customize the picklist values used in the program go to Options Picklists Picklists E Picklist for Field om z Div is the first level in your cell structure This D Child picklist should contain all of the passible values for we this level including a blank value for cells or members Men that are above this level E Gamen E Youth Add Item Change item Delete item EA To add new entries to a picklist first choose the field for which the entries apply using the Picklists for Field selection Then use the Add Item button to add the entries for that field The same procedure is used for changing or deleting entries except you would use the appropriate button 20 Getting Sta
42. members 120 Reporting If there are certain family members that you wish to receive their statement separately from their family you can indicate that in the members edit screen under the contribution tab If you selected the Canadian option in contribution preferences and choose the Canadian report style Excellerate will provide functionality to generate receipt numbers on your contribution statements These receipt numbers will be stored in the members change history and once the statements have printed correctly those contributions are protected from generating a new receipt number This is done by setting the Date last contribution statements printed field in the contribution options screen Those statements can be re printed with the original receipt number by choosing the re print report style There are many data entry factors that determine the output of a contribution statement Therefore Excellerate will suggest that it runs an analysis on your existing contributions to check for any data entry problems Contribution Analyzer E 15 x Change Database C projecte excellerl 2 databasepste mdb Close Run the following tests E nts Dates Multiple Heads Deleted Members Contrib Separate Family Contributions _ account ContribCount This test finds contributions that have account codes that have been deleted If there are any Orecords account codes missing from the current year they must b
43. only access to Members etc This allows staff members to log on quickly to access basic information such as phone numbers and addresses Importing and Exporting Importing When starting to use any new database program it can be a time consuming task to hand enter your data especially names and addresses Therefore Excellerate has provided a generic member import utility that will allow you to import member information If you already have your member information in another database you could export it from that database and import it into Excellerate To import members and their addresses into Excellerate first export them from your database in such a way that there is one record per member that contains the member information and their address This can be in an Access database or text file If using a text file a quoted comma delimited format is preferred You may be able to use other formats such as tab delimited depending on how your database exports the information To import the data into Excellerate use the Import Members utility under the File menu 174 Utilities and Preferences Member Import Utility Bisi x IV Fieldnames in first record Transfer Table i Close MemberID ofl Delimiter Field1 Field2 C Tab C Map field from Input Table gt Field in Transfer Table Fa Step 1 Use Import File button to open your import file Step 2 Map fields from import file to fiels in transfer
44. organization name 80 Church Attendance Chapter 8 Church Attendance Excellerate includes the ability to track church attendance Similar to cell attendance tracking you can now record individual members church attendance This can be used to track any number of different types of services including children s church Entering church attendance is slightly different than entering cell attendance because you have all of the members to choose from not just those who belong to a cell The Member Module now has a special screen for entering church attendance This screen lists all of the members in your view and allows you to check them off if they have attended Type Celebration bd Date 12 19 1939 Ed Default Time inf10 30 4M ourf12 30 PM OI Close Attended Timein __ TimeQut__ MemberlD_ Lastname Firstname Mid Prefis Je Yes 10 30 12 30 6 Adams Joe R Mu No 3 Adams Mary M Mrs Yes 1030 1230 5lAdams Tra A 10 30 12 30 4 Adams Tomm P 7 Johnson Peter L Mr 10 30 12 30 8 Jones Adam P Pas 10 30 12 30 9 Landry Jimm P 10 30 12 30 11 Landry Tery F Mr 10 Landry Theresa L Mrs 10 30 12 30 2 Maxwell Kristi M Mrs 10 30 12 30 1 Maxwell Pete L Pas 10 30 12 30 15 Neal Kieth H Mr 14 Neal Leslie A Mrs 10 30 12 30 17 Pearson Jason P Dr 10 30 12 30 16 Pearson Melinda L Mrs 10 30 12 30 18 Perkins Rose M Ms 10 30 12 30 19 Phillips Joseph R Mr 20 Robins Jeff L Mr
45. page or COUNT to count the number of records A complete list is displayed in the Field Editor screen when you hit the expression button Field Editor x Field Value Number of members reported ES Enter text an expression or a database field Expressions Table Field AVERAGEInL EE MemberQuery AVERAGE_SUB n AddressT able AVERAGE_DETAIL n MemberProfileT able COPY sstart length StepT able COUNT MemberDraT able OrgT able Meeetingl able AttendT able Church amp ttendT able FILTER table field value MasterT able FORMATNUMERIC mask n FORMATDATE mask date FRAC h IF expr a b INT x LOWER x MAXIK MAxX_SUB x Max_DETAIL x MIN x MIN_SUB x x cae There are many different expressions that can be used so the best way to decide what expression to use is to look at another report that is doing the same thing you are trying to do Two functions use special masks to format a field FormatDate mask date and FormatFloat mask n See the program s built in help for the mask specifiers 184 EJ Appendix The Layout button in the report toolbar is used to select the paper size orientation columns and other layout options Report Settings When your satisfied with your report design save it and give it a descriptive name These reports will be available for other users if you are using the multi user network version 185 Backing Up To backup
46. profiles you can search for members with a specific interest when a need arises in that area This may include everything from locating seamstresses willing to sew costumes to identifying people interested in bicycling that could assist in planting a special interest cell group Check for Duplicate Members When adding new people to Excellerate the program can automatically check to see if the person has already been entered To enable this feature make sure Check for Duplicate Members is checked in the Options menu As you type in a new person s first and last name Excellerate will search to see if anyone with that name has already been entered You will then see a list of matches to determine if the new member has already been entered To disable the feature un check this option 23 Getting Around Chapter 3 Getting Around Now that you have installed and configured Excellerate for your church we will take a look at getting around within the program and introduce some of the screens and toolbars Main Screen This is the main screen that you will see when starting Excellerate Excellerate 3 0 gram Files Excellerate3 sample mdb File Edit View Reports Contributions Options Utilities Help D Got T dag Fee ien e Fee ed ethene ss 3 AllMembers E Salles ale Member Adams Joe R Head M 222 222 2222 1 4 1 4 34 Member Adams Mary M Mrs Spouse F 222 222 2222 1 A 1 4 5A Member Adams Tina A Child F
47. see different subsets of your cells by selecting other views Next we will take a look at the Cell Screen and the information it contains 45 Cells Cell Screen Cell Information BER r Cell Group Info for cet 1 A 1 A Status Active C Inactive District Cell extended Save ja oe E Type Sub Family A leste ez sl User fields Started 03 03 1995 Internt Ka Test sl Emphasis Outreach To Mulitply 0404 1999 i S escks Meets on Tuesday S m uses Wal z uses Frequency Weck Members SE Ri rvisor Users Description 6 o Parent Cells rip fi A1 ERR Moves E Tee Primary mta phone Address or Zip Orcianizetional 222 222 2222 fico West Biva Birth 1 A z e Muttigly HEL Growth d Cell Members Activities Member Change History Cell Meetings Cell History Cell Attendar Member Steps gt Adams Joe 222 222 2222 07 15 1999 Adams Mary 222 222 2222 02 12 1999 Landry Jumm 222 222 2222 02 12 1999 Landry Terry 111 369 8563 02 12 1999 The Cell Information Screen shows all information relating to this cell group The top half of the screen shows details on the cell and the bottom half shows the associated information tabs Division Fields The top section of the cell screen lists the division codes that this cell belongs in Remember a division is the generic term used in Excellerate to describe the levels within your cell structure such as Dist
48. selecting which group of members you want to delete When the Remove Deleted Members option is used from the Pre Member Module you have an added option of removing Pre Members whose first visit to the church is older than a certain date This allows you to remove people from the system who are no longer being followed up on or have no interest in the church The Remove Deleted Members option requires DATABASE security access to perform this action Remove Old Contributions Excellerate can store years of contribution data even after all of the reporting has been done for those years This allows you to continue to report and analyze giving history for those years Although it is convenient to have that data on hand you may be able to improve performance in the contribution module by removing those old contributions The remove old contributions option allows you to first make a copy of your current database to a backup file then to delete contributions for previous years that have already been reported This way the size of your 162 Utilities and Preferences current database is reduced improving performance and you can always open the backup copy of the database to access the removed contributions After removing the old contributions it is a good idea to run the Reindex Compact utility Re Index Compact Database When Excellerate removes deleted records from the database the space they took up on the hard disc is not neces
49. the SOL views such as SOL Active Students SOL Potential Leaders SOL Graduated in date range etc For statistical reporting you could use the Post Encounter or SOL Statistics report in the Class module This report actually produces five different report types that can be further customized to produce many different reports The main report types are Men amp Women Stats Enrollment Potential Leaders Students Matriculated Attendance Trends Within these reports you can further choose how you would like to group and subtotal So if you wanted to see a report showing the number of Men and Women in each Level but separated by Network you could select Men Women for your columns Net for the Outer grouping and Level for the inner grouping The most common layouts are already selected for you by default 118 Reporting Here is an example of Men amp Women Statistics 01 14 03 11 23 30 AM School of Leaders Statistics Page 1 Men amp Women Stats Active Schools Net Men Men Women Unknown Total Level 1 37 95 0 0 2 5 39 Level 2 45 96 1 2 1 2 47 Level 3 49 94 0 0 3 6 52 Tota af ata E EE LE Organization Reports Organizations List Report The Organizations List Report is also a generic report for your organizations that can use several different report styles to produce the information you need The default style is a contact list of members of the organizations and their phone numbers 119
50. the district and zone pastors in one way but also by the children s pastor in another Parent Cells Parent cells are the key to how the cell hierarchy is represented in Excellerate By assigning a parent cell to a new cell you have connected the new cell to the cell hierarchy See the section below on representing your cell structure in Excellerate for more information on parent fields Generation The generation fields show what generation the cell is in relation to the associated parent field whether it be Organizational or Birth parent The generation is automatically calculated any time a parent field is changed User fields Use these fields to track other cell information you church may be interested in These field names can be set up in program preferences 48 Cells Cells Associated Information Tabs Associated Information Tabs appear in the bottom portion of each cells s screen and contain various information associated with the cell group The following five associated information tabs are available from within the cell edit screen Cell Members Lists all cell members and their member development information Activities List any activities that the cell group is involved in Member History Lists past members that have moved out of the cell Cell Meetings Lists the cell meeting totals that have been entered for the cell Cell History Lists any changes that have been made to the cell Cell Attendance Lists the cell
51. this a little easier for you there is a routine that should be run each week after making any cell group and cell member changes and after entering your meeting totals This routine goes through your list of cells and checks to see if a cell meeting totals entry has been made for each cell If not it will automatically enter Cell did not report entry for that cell This way if you forgot to check that a cell did not turn in a report the update will catch it and enter it for you 70 Cells Update Cell Meeting History mx Update Cell Meeting History for Week EI Year 2003 Dates 12 08 2003 to 12 14 2003 Rl Update Cell Meeting History finds cells that have not turned in a Cell Meeting Report for the specified period No Report or No Meeting entries are recorded in the Cell Meeting History for these cells This update should be run every cell period usually weekly after all cell information changes have been made and after the received Cell Meeting Reports have been entered Even if you are not recording cell meeting history run the update every week to record historical cell information and to have the ability to report the growth of the number of cells over a period of time Last update ran for period beggining 03 01 99 Updating cell Update with NO MEETING instead of No Report Reason es The update asks you what week you want to run it for This will be the same week that you v
52. 10 14 1998 Y Faust Thomas 123 456 7890 06 30 1998 Fleming Jewell 123 456 7890 10 14 1998 Haddox David Wayne 123 456 7890 06 30 1998 Maggio Steven Keith 123 456 7890 06 30 1998 Pace Walter A am 123 456 7890 06 30 1998 This screen allows you to enter the name of a new cell group a new leader and to indicate which members will move to the new group After hitting Create Cell the new group will be created the selected members moved and the new cell s parent field will be set to the appropriate cell depending on the parent option you checked To indicate which members will move double click their record and the move field will change to Y If a cell is multiplying into more than two cells repeat the process for each new cell group 61 Cells Viewing Cell Growth Once a cell has been meeting and has weekly cell meeting totals entered for it you can view its growth in several ways From cell group edit screen choose the Growth button This will bring up the following screen Cell Growth Graph Exi Graph options to 12 15 2002 Bl I Graph individual cells beginning with Sunday Service Select cells Graph on dates from ISS leave blank for all leave blank for all Network Cell Type Di Thel2 sl vea D Frequency Thel44 X Thel 728 l x Items to graph d Members J WeterBapt Meetings IV Visitors 8 I Didnt Meet IV Children E
53. 10 30 12 30 21 Rushing Erin L Ms 10 30 12 30 24 Smith Kathy A Ms All Members Change View The ability to enter attendance based on a view allows you to use the church attendance feature for more than just Sunday service For example if you wanted to use it to track children s church you would first select a view of all of the children then hit the Church Attendance button 81 Church Attendance This way you only see the children while you are marking attendance This screen also allows you to record the time in and out if desired For a Sunday morning service you can set the default time in and out to the service time and those times will be recorded for each member If you set one of the default times to Current Time the program will use the current time to record their attendance This again would be useful for checking children in and out There are several ways of marking a person attended Double click or press enter in the Attended column will set their attendance and their in and out times Double click or press enter in either of the time columns will set their attendance and only that particular time in or out Use the All or None buttons to mark all members present or none of the members Notice you can also double click a member s name to jump to their edit screen As you mark members church attendance the record of their attendance appears in their member edit screen in the Church Attend
54. 124 E Description Period 199910 Account General Fund D Tax Deductible V Print Receipt Cancel Each contribution is tied to individual members but can be reported for their whole family This allows contributions to follow a child who gets married etc The Check field allows you to enter a check number or you can enter one of the other contribution types such as cash Different types can be added using the Options Picklists menu Each contribution must be designated for a specific account or fund which can be chosen from the picklist Also the date batch number receipt number and accounting period are recorded 88 Contributions Pledges Pledges can also be entered for members This can help during contribution entry and allow you to get an idea of what your projected income will be for the different accounts Each pledge must be designated for a specific account Pledges can be actual amounts or allocated as percentages They are not entered automatically into Excellerate but they can be used during contribution entry to enter their pledged amounts for you Member Pledge E Member Johnson Peter L OI Account DEE Use Percent of pledge If you use a percentage then all Amount 100 00 pledges will be considered ercentages Frequency weekly x R ges Payments D enter 0 for indefinate Iotal expected pledge or O if indefinate Dates From To 0 00 emea The frequenc
55. 222 2222 1 4 1 4 Member Maxwell Kristi Spouse 123 456 7890 Pastor s Ce Member Maxwell Pete Head 123 456 7890 Member Neal Kieth Head 111 254 8789 Pastor s Ce Member Neal Leslie Spouse 222 222 2222 Member Pearson Jason Head 111 258 9784 1 A 1 C Member Pearson Melinda Spouse 222 222 2222 1 A 1 C Member Perkins Rose Head 111 587 4455 1 4 1 C Member Phillips Joseph Head 111 458 6987 Pastor s Ce Member Robins Jeff Head 111 587 9874 1 4 1 4 Member Rushing Em DI1DP32p2p Pastor s Ce Member Smith Kathy Child 222 222 2222 1 A 1 B ZLTE LE AE Aw PETIT mir rel New Life Cell Church All Members The member browse screen shows the members in your church From this screen you add edit and delete members and can see different subsets of your members by selecting other views Next we will take a look at the Member Screen and the information it contains 32 Pre Members Members and Pastors Member Screen Member Information j mR Member ID 6 FamilyiD 19 Status T A Leatfadams First Joe Middle R Pretix Mr z R E eege Tag Save ive Eamily Adams Joe Relation Head gt Marital Married Suffix b TA C Deleted Cancel 2 Member Memoer Occup Carpenter Home 222 222 2222 ES Group Information Bee Employer Hometime Work 2223111 1111 Ge Type Student w Mobile 222 985 6258 amp ssigned to divisions ol EE Email Jioe adams newchurch com Pager
56. 7 z Use the ZipCode to automatically assign thi Address line 1 117700 North Blvd Apt 3 pelna gesch Address line 2 PC O O Auto Assign Zip 70808 1148 City Baton Rouge State LA Country OK Carrier Userl o Phone User2 Cancel Zi Address Type allows you to specify whether this address is the home address work address etc If you have already setup the zip codes under the options menu then as you type in zip codes the city and state will automatically be entered for you Also by hitting the Auto Assign button you can assign the member to a set of divisions This may be a District for most cell churches The other buttons to the left of the address window on the member screen are for editing deleting and viewing the previous or next addresses Family addresses and Split addresses When a member is added to a family they automatically get assigned to the family address The family address is the address that is shared by all members of the family If you pull up one of the family members and change the address it is changed for all family members If you need to change the address for one of the family members then that members address needs to be split out from the family address To do this you would choose split family address from the member screen and this will make that members address separate from the rest of the family s Then changes can be made to that address wit
57. 70271999 WorkPhone Zip fae Decision zl celPhone ip SO POS Update Follow up Add NEW Follow up Address Contact Attempts Status 0 DEE Follow up Active C Inactive Address TI 1 LI Homevisit interested zl Type z Firstname E F Address2 TI 2 CL Homevisit interested zl Relation Head Lastname city 3 Homevisity interested Married z HomePhone State I 4 KH HomeVisit zl interested E Vi WorkPhone SS Zip TI Decision H cellphone mall T Add NEW Followup Goto My Information Goto My Cell Group From here the leader can update any of his follow ups information or enter a new visitor they are following up on 142 Internet Integration When updates are submitted from the web the user will see a message that the information has been submitted and will be updated during the next web update Basically this means that they wont see the changes reflected until you retrieve the updates from the web and process them This can be done as often as you wish daily weekly etc Search List cell groups Visitors to your web site will be able to search list groups based on zip code or description of the cell For zip code searching the zip code for the cell group needs to be entered somewhere in the Primary meeting address field for the groups You may modify the script to search on a different field if needed To list all groups leave the search criteria blank Here is an example list
58. C and 1 A 1 D to section cell 1 A 1 Joe Adams 1 4 Peter Johnsoni 1 4 1 4 Tina Adams 1 4 1 B Terry Landry 1 4 1 Joe Adams 1 4 1 C Joe Adams 1 4 1 D Mike Williams District Kieth Neal 1 B Adam Jones 1 C Joseph Phillips Pastor s Cell Pete Maxwell 2 District Erin Rushing 3 District Bob Taylor 52 Cells We use cells to represent the district zone and section leaders for three reasons It makes more sense to put cells under the position District 1 than the person District 1 Pastor The person may change but the position will not By creating district zone and section cells you can assign activities to these cells track history and other information that applies to the whole district zone etc In some cell models the district zone section leaders may have real cell groups with group members who also lead cells and so on The G12 Model In the following discussion we will use the names Network The12 The144 and The1728 to identify our divisions Div1 Div4 Your church may use other names The G12 structure starts with a top level called Network where you may have the following networks Men Women Youth and Children Under each network you would have up to 12 leaders called The12 and under each of those you would have up to 12 leaders called The144 and so on In Excellerate you would start by creating the Network Leader cells Men for example by setting t
59. Date 0 00 Cancel 87 Contributions When entering a new account you must specify an Account code and description The account code is a short code use to specify the account when entering contributions This code can be numbers or letters up to four in length You may also specify other account information This can be used to specify a bank account number or other values that may be useful to you financial system if you plan on exporting your contributions If you are exporting to Quicken or QuickBooks for example you can specify the Quicken category that corresponds to this account The begin and end dates are available for your information only and do not affect how contributions are recorded These may be useful for planning different projects such as a new building The accounts you set up here will also appear on the member contribution statements if your members have contributed to these accounts These account totals can be exported by using the Export Account Totals menu option in the Contributions menu Contribution Records Excellerate can track many types of member contributions including cash checks credit cards etc Tax deductible as well as non tax deductible items can be recorded A description can be entered for more detail such as specifying a particular missionary etc Member Contribution EN Membe Adams Joe R x Batch l 4 Amount 200 00 Date 0272471 999 Receipttt l 20 Check
60. Date of move 027027 999 Reason for move RE e From this screen simply choose the new cell to move the member to and the reason for the move If the cell member is not moving to a new cell then leave the To cell blank The Activities tab allows you to assign different activities to a cell group These may be things like community outreach or prayer for a missionary Cell Activity Ea uw sss Objet Date Time Leader o d Other Info Cancel When you set a date for these activities you can automatically be reminded of them on the Cell Leader Report forms that get printed each week This form will show any activities that are coming up in the current month 50 Cells The Member History tab simply lists former members that have moved out of this group and why The Cell Meetings tab shows the cell meeting totals that were entered for this group You can see from this information how the cell is growing You can edit these entries by highlighting the entry and using the edit button for the tab The edit screen for cell meeting totals is a shorter version of the Mass Cell Meeting Totals Entry screen accessible from the cell browse You would use the Mass Cell Meeting Totals Entry screen on a weekly basis for entering all of your cell totals but this tab allows you to easily see and maintain the meeting totals for a particular cell The Cell History tab shows change history to the fields that
61. Field_Name For example to show a member s first and lastname use Mem_FirstLastName The delimiters are crucial If you want the birthdate and anniversary to show up if they occur during the next two cell weeks use BIRTHDAY or SANNIVERSARY You can also use both in the same field like BIRTHDAY ANNIVERSARY Modifying the Cell Searching and Listing HTML template EXCLSRCH HTM To change the look of the list results you will modify the Cell Group Search results template Note All INPUT NAME s and field names are case sensitive Wrap the results section in comment tags like lt ExcCellSearchInfo gt You put the individual cell fields you want to display in here This entire section will be repeated for each cell that matches the query string lt ExcCellSearchInfo gt The actual cell information fields you want to display should be have the form Field_Name For example to show the Cell Description field use Cells Description 150 Internet Integration There are two default styles of the cell search results templates Exclsrch listing form htm Exclsrch paragraph form htm The first one lists the found cells in a table one row at a time The second template lists each cell in a paragraph format To use one of these styles copy it to the default name of excisrch htm before uploading your scripts to the web site Cell Name Leader Mams Mest imary mary Day Time Phon
62. I NoReprots IT Salvations a TI Cells Actual Cell Members This screen is asking you what information you want to graph The first question is for what date range You can enter a date range by hand or use the calendar button to select a range of dates lt lt lt February 1999 gt gt gt Sun Mon Tue Wed Thu Fri Sat Eh BBE 7 8 alima To select a date range you left click the starting 14 15 16 17 18 19 20 date and right click then ending date Or you 21 22 23 24 25 2 27 Can select a week by clicking the week number 29 aaen in the left column or the month or year Le Ee bi Elo Sab 12 13 62 Cells Next you can choose to graph each cells one at a time beginning with the current cell or you can choose to include a selection of cells by specifying the selection criteria Lastly you indicate which values you want to appear on the graph The first four items in the left column of the screen are for graphing the number of people attending your groups The next four options in the middle are the user defined totals that you can track for your cell groups The last four pertain to the number of meetings reports or cells To look at how the number of cells are growing in your church include that item in the graph These graphs are produced from the meeting totals that you will enter each week for your cells So if you c
63. ING OUT OF THE USE OR INABILITY TO USE SUCH PROGRAM EVEN IF MICRO SYSTEM DESIGN HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR FOR ANY CLAIM BY ANY OTHER PARTY WHILE MICRO SYSTEM DESIGN HAS MADE EVERY EFFORT TO ENSURE THE ACCURACY AND COMPREHENSIVENESS OF THE PROGRAM IN NO EVENT WILL MICRO SYSTEM DESIGN BE LIABLE FOR ANY ERRORS OR OMISSIONS IN THE PROGRAM OR ADD ON PRODUCTS Technical Support Micro System Design offers free technical support through email and our online resources See or web site at www excellerate com Our complete annual support plan includes free software updates telephone support including help with designing and modifying reports or views and a subscription to our newsletter Our data conversion service can convert data from your existing systems Our support phone number is 901 754 0315 Contact us at 888 371 6878 for more information about these services Comments Suggestions Micro System Design is committed to perfecting and improving Excellerate Send comments suggestions support questions to info msdweb com Excellerate Team Design Programming Pete Sciacchetano Dylan Robbins Design Testing Kevin Tingle Andrew Silver Technical Support Jude Horn Peter Ulsteen Web site Pete Sciacchetano Dylan Robbins Graphics Design Keith Neely Marketing Crystal Tingle Manual Erin Kealy Prayer Cell group 1 A 2 C Special thanks to the staff of Bethany World Prayer Center and th
64. Information Curent View Members in District 1 Current Member Ollie M Brown i Preview Change Selection Cancel This screen is showing that our current view is Members in District 1 To print a detailed report for these members select the Current View choice and hit Print To print the report for the current member select that option before printing From this screen you can change the view for the report by using the Change Selection button This will allow you to pick a new view to use for this report You may also Preview a report before printing it by using the Preview button Saving Reports From the report preview screen you can save the contents of a report to a text file for use in another program Choose the save button select Text files in the Save as type field then type the name of the file to save the report to 105 Reporting Report Styles Another valuable feature of Excellerate s reporting is the ability to select different styles for many of the reports This allows you to print in a variety of formats from labels to lists to letters For example in the Member Lists Labels report you will see some of the following styles Member List D xj Report Title Member Infomation Curent View AllMembes C CunentMember sme Adams Exclude this Matt ode IR Exclude businesses V Exclude Inactives V Report Member Type X blank for all Report Member F
65. Neal Kieth 111 254 8789 Men 02 Phillips Joseph 111 458 6987 Men 06 Taylor Bob 111 379 8458 children Williams Mike 111 587 4598 x x x 12 29 03 Men 04 Mark one Salvation Water baptized New Merrber Mark one Salvation Water baptized New Member Full nare Full nare Addr Addr Oty State Zip City State Zip Phone Date of Birth Phone Date of Birth Marital Status Sex M F Receive Mat Y N Marital Status Sex M F Receive Mai Y N Other styles are available at our web site www msdweb com 115 Reporting Cell Meeting Report by Division New Life Cell Church Celi Meetings Summary Report District 1 09 27 98 10 03 98 Zone Cells 4 Cells not reported SubTotals Mtgs 4 Cells did not meet Cells 13 Cells not reported Mtgs 1413 Cells did not meet Cells 13 Cells not reported Mtgs 11 Cells did not meet Cells 14 Cells not reported Mtgs 14 Cells did not meet Cells 20 Cells not reported Mtgs 47 Cells did not meet Cells 61 Cells not reported Mtgs Sp Cells did not meet The Cell Meeting Report by Division gives you a weekly report of the attendance in your cells This report can be configured to show each cell
66. Preview Cancel Here is an example of the contribution batch report Contribution Batch Report User MANAGER ox noa 1 15 General Fund 150 00 Check Kieth Neal ESCHER 6 General Fund 9425 Check Joe Adams 1 02 03 1999 D General Fund 78 00 Cash Loose cash ozossi999 1 28 Mis s ions 4 24 Check Katy White 02 03 1999 4 24 General Fund 92 00 Check Kathy Smith Batch 1 SubTotal Hash Total Batch Total 459 49 Contributions Calculated Hash Total Calculated Batch Total 459 49 Difference Difference 0 00 SO S A MIN 0 02 10 1999 28 General Fund 250 01 Check Katy White 02 10 1999 6 General Fund 25 43 Check Joe Adams General Fund 78 39 Check Kathy Smith General Fund 250 00 1343 Kieth Neal General Fund 25 00 Cash Kerri Smith Mis s ions 52 11 323 Peter Johnson General Fund 144 90 3223 Peter Johnson Batch Total 825 84 Contributions Calculated Batch Total 825 84 Difference 0 00 02 10 1999 02 10 1999 23 02 10 1999 7 0210 1999 2 7 Batch 2 SubTotal Hash Total Calculated Hash Total Difference 15 2 2 02 10 1999 2 24 2 2 2 a lelolalolo ojo KI DEE ooo 123 Reporting Contribution Graph The contribution graph will graph contribution income and pledges for each of the accounts These can be grouped by week month quarter or year Member Contribution Report The Member Contribution Report can be used to report on a specific view of your m
67. This could be All Members or Cells in District 1 for example The right side of the status bar shows the number of records in the current view The left side of the status bar is used for displaying status messages during program operation 28 Getting Around Getting Around in Edit Screens 4 While editing a record from any module you can jump to the previous or next record in the view without having to exit the record by using these buttons While in an edit screen for any module you can hit the following hot keys for easier navigation Double click blue Jump to that edit screen underlined text 29 Getting Around Associated Info Tabs When you are editing a record the top half of the screen will contain the pertinent information for that record and the bottom half of the screen will contain a series of associated information tabs These tabs will contain more information that is associated with the record Member ID 6 Family ID 19 Status A Lestfadams First Joe Middle R Pretix Mr z g aae Save Family Adams Joe Relation Head T Marital Married Suti C Deleted Cancel zl Member ember zl Occup carpere Home 2222222272 _ Cell Group Information e 4 1 he TS Employer Hometime Work 222 111 1111 Eer Tina Adams Type agent Mobie fc2223985 6258_ Assigned to divisions Mail Code Sex M zl eet fwv hometimeorg Pager 222 565 555 1 Distr
68. Updating Batches After entering your contributions into batches you need to update them to the members Updating a batch moves the contributions for that batch into the member s contribution file Batches can be updated one at a time several within a batch number range or all the batches entered for a specific user To update the current batch you are working on use the update button on the Contribution Batch screen Or you can use the Update Contribution Batch menu option Once a batch has been updated it is closed and contributions no longer get posted to it If a mistake has been made it is possible to reverse update a batch make the corrections and update it again Before the batches are updated you have the option of exporting the batch totals to your financial system See exporting contributions later in this manual You can also print a batch report at this time which lists each contribution along with a summary by account and type at the bottom of the report These batch reports could be used to match up against bank deposits Reverse Updating Batches Once a batch has been updated it is closed to further contribution postings If a mistake was made in a batch that has been updated or you forgot to export the batch before it was updated you can reverse update it This process brings back the contributions from the member s file to the batch At this point you can continue adding editing or deleting contributions until you are f
69. a customizable report that is not constrained to any particular module or report type These reports are similar to report styles except that report styles are limited to the type of report they belong to such as a contribution statement or member list Custom reports can report on almost any part of the database such as picklists zip codes members and pre members combined This is actually done by building a view and a style and saving them in a custom report Custom Reports x Custom reports can be created when there are not any other similar reports in the different modules For example if you want to create some sort of list of people it would be better ta modify one of the Member report styles rather than creating a custom report Always check to see if you could modify an existing or create a new report style before deciding on building a custom report Available Reports ECA Class list for a district Consolidation Follow Up Request email gt Email Leaders not reporting Modify Followup Email Giving Breakdowns W M Q Y Averages Giving Breakdowns WMD Totals _Delete Inactive Deleted Members Member Information Form Web Picklists Adding Standard to report name adds it to the teport menu Print Preview Cancel Help Custom reports can be created when there are not any other similar reports in the different modules For example if you want to create some sort of list of pe
70. ady be entered into the member module before you can add them to a cell You can also specify the date the member has joined the cell 57 Cells To assign cell members from the member screen choose the Cell Groups Associated Information Tab from the members edit screen Use the E button to add the member to a cell group Join a Cell Group ES Member Joe Adams Ge List only 1 4 1 Cello Join ll ell to Join List All Cells Date Joined for 26 00 Make this their Primary cell Cancel Help From the screen use the drop down picklist to choose the cell to join By default this picklist will show the cells in the division that the member has been assigned to For example if the member has been assigned to 1 A 1 or District 1 Zone A and Section 1 then the cell picklist will only show cells in 1 A 1 To view all of the cells select the List All Cells option Moving cell members Members can be moved from a cell group from either the member edit screen or the cell edit screen From the member screen choose the Cell Groups Associated Information Tab Use the EN button to edit the cell group entry then use the Move to new cell button to assign the member to a new cell Cell Member Move EN Member lte Cindy M z Moving FROM cell Ai z Moving TO cell 1 B hd Date of move Jon 1 1999 Reason for move REISE When moving a cell member you choose the new cell group the data of t
71. ain changes that have been made to a member s record This will show the members cell group membership history and any changes to the History Fields You can setup which fields you wish to record change history on by entering them into the History Fields List under the Utilities menu option The member history list also show which user made the change and when The Cell Groups tab shows which cell group this member belongs to and which groups this member may lead You will frequently want to jump back and forth between a member and their cell group and can easily do so by double clicking the cell group or the member s name You can also move a member to a different cell group from this tab by editing the cell member record and hitting the Move to new cell button To remove the member from a cell use the same process but leave the To Cell blank The Cell Attendance tab shows which cell meetings this member has attended Each cell meeting is listed indicating whether the member attended or not The Contributions Pledges tab shows the member s contribution summary and a choice of seeing their individual contributions their family contributions or their pledges These contributions can be edited from this screen if the program options have been set to allow it The Church Attendance tab shows the date that this member has attended a church service Time in and out can also be recorded which is useful for checking children in and
72. amily Each Member X Change Sort Order Ze Members Lastname Name C Sdigit zip Labels Aver 5160 Member Church Attendance E _Modiy Member Pictures Delete Member Steps See Name_Address Name Phone default EI Adding Members to report name adds it to the Member report menu Print Preview Change Selection Cancel These styles can be completely modified by the user to meet their needs You can modify an existing style and save it as a new style You can also download new styles from our web site www msdweb com See the appendix for instructions on creating and modifying report styles 106 Reporting Member Reports Member Info Report EE New Life Cell Church Page 1 Member information Abed Cindy M Family Abed Cindy 13795 Envelope 9237 MemberID 9237 Member Type GSMA Occupation Camera Operator Home 123 456 7890 User 0585502 Pastor Type Employer NCC Communications work 123 456 0988 User2 Mail Code H Student Mobile User3 Sex M Anniversary 125990 Pager User4 First Visit 09 07 1993 Birth 01011960 FAX Date joined 10031993 Age 39 Relation Spouse EMAIL Celi Group 1 A Home Address 17700 North Blyd Apt 3 Comment Baton Rouge LA 70808 1148 Member Follovwup Contacts Date Type Response Date of first visit 0974993 1 09 094993 PhoneCall More Info Date joined 10034993 2 09424993
73. ance associated information tab If you are interested in tracking counts of members visitors and other attendance set up a cell called Sunday Service or whatever you call your church services and enter those numbers just as you would a cell meeting report This way you can report and graph your church growth Remember you can track totals other than attendance such as the number of salvation s using this method See Importing Church Attendance with Barcodes in the Utilities section of this manual for information on how to use bar coding with church attendance Church Attendance Reports Member church attendance can be reported in a chart similar to cell attendance You can view approximately 6 months of attendance at a time A church attendance report style has also been added to the Member Lists and Labels report to allow you to report individual member attendance 82 Contributions Chapter 9 Contributions The contribution module is designed to record member contributions so that you can print member contribution statements at the end of the year or as often as you wish It is not a complete financial system but will handle the tracking and reporting of all income received from your church members The contribution totals can then be exported periodically to your financial system for further analysis This approach offers a good clean separation of data because Excellerate is your complete member information database
74. and your financial system can handle the other accounting needs of your church without you having to update member information in two systems To use the contribution module use the Contribution button or hit F10 JL 5i JE 1 588 00 Updated MANAGER 199910 GER 199910 GER 199910 zs Fund A 0 JE E cp Missions i 0 00 0 00 New Life Cell Church Actives 28Recorde 83 Contributions Contribution Settings Before using the contribution module you should verify several program options within Excellerate to ensure they are set according to your church operation Contribution Program Options Calculate Hash totals using MemberiD Next available receipt number y y Default contribution account code a IT Use same code until changed Default contribution type o a Default member lookup fisd Laag iss Accounting Period eech 199901 I Show member name when entering contributions Allow editing member contributions after they have been posted Allow contributions with D amount Iw Prompt before resetting account totals Canadian receipt number generation and tracking on contribution statements Date last contribution statements printed updated IRS Message to appear on Member Contribution Statments No goods or services were exchanged for monies received Your Message to ap on Member Contribution Statments Hash totals While entering contributions Excellerate
75. bmitted on the web it is stored in a file on the web waiting to be retrieved by Excellerate To retrieve and process the updates go to the Web Integration screen and hit Retrieve from web Excellerate will look for any updates download them save backup copies then process them When processing cell meeting reports the entries will be entered into the database and can be reviewed from the cell meeting screen by hitting View cell meeting screen button When processing member updates the Data Updates screen shows any pending updates allowing you to approve the requests and specify which module the new additions should be imported into Data Updates a loj x This option will import any data updates from the web integration or other external source Progress PreMember Member Action Type From cell Data to import Duplicate O M EDIT Members MemberlD 6 amp M ADD Member Joe Adams 123 456 7890 1605 Hunters Rest Ln Dup found in Member me Iv BS ADD Visitor TAA Bob Smith 8883716878 PO Box 1401 O M EDIT Members MemberlD 1234 Possible duplicates already in the MEMBER Module Possible duplicates already in the PRE MEMBER Module Process Records From this screen you can see if a new addition already exists in the database indicated by the red comment Dup found in If you select that record you will see the possible duplicates in the lower windows At that point you can decide if you should import the rec
76. browse screen TT 6h Cellname Leader s last name Or Find In field Name X Cancel This method allows you to quickly search by the cell name field or another field in the cell table This type of search will return all cells matching the search criteria in a search results view Hit escape to return to the previous view The other way to search is to simply start typing a few letters of the cell name jia Ceai The Search for window appears This method will take you to the first occurrence of the cell name that matches the search criteria in the current view This will not find a cell that is not in the current view 60 Cells Multiplying a Cell When a cell group grows in size it becomes time to multiply into two or more groups From the cell that needs to multiply use the Multiply Cell button to create a new cell group and to move members to the new group Multiply Cell Eg Create new cell group District Zone Section Cell Existing Cell fi D a d H E E Ven Cel AE Jl d fi II Jl View Cells IT d Se ae New cell should be under old cell New Leader SI C New cell should be under old parent Double click members to move MemberType MemberName Phone ___ Datelained Move H Carruth Yaney 123 456 7890 10 23 1998 Y Corona Tammy M 123 456 7890 06 30 1998 Y Cox Anita 123 456 7890 06 30 1998 _Create Cel Dossey Beth 123 456 7890 10 15 1998 Y Dossey Mary 123 456 7890
77. cal Gupport eee 186 Installation Chapter 1 Installation System Requirements Minimum requirements Pentium class PC running Windows 95 98 NT 2000 XP 200 MB free disk space 32MB RAM Screen resolution of 800 X 600 or better Recommended requirements Pentium class PC running Windows 2000 or XP 500MB free disk space 256MB RAM Network Multi user requirements Any network environment such as Novell or Windows NT that supports workstations running Windows 95 or above where the main database file can be stored in one central location accessible by the users Installing Excellerate Close any running programs before installing Excellerate Single Computer Installation To install Excellerate simply insert the CD into your CD ROM drive and the setup program will start automatically If Autorun is disabled on your computer then from the Start Menu Run command type D SETUP where D is the letter of your CD ROM drive After the installation program completes Excellerate will be loaded on to your computer and accessible from the Start Menu or desktop icon Network Installation Excellerate s recommended network setup is to have the application installed on each workstation These workstations would then reference the database located on a file server Installation First install the application on the file server as in the previously described Single Computer Installation For some file servers you ma
78. can calculate hash totals for you to ensure that all of the contributions have been entered correctly Hash totals are either the sum of the member IDs or envelope numbers that are entered into a contribution batch You would compare your pre calculated hash total to the one generated by the program to verify all contributions have been entered You can choose to calculate hash totals by Member ID Envelope or None Next available receipt number Excellerate assigns unique receipt numbers to each contribution so that a receipt can be printed if necessary This option allows you to choose the next available number 84 Contributions Default contribution account code When entering contributions Excellerate can set the default account code to any of the accounts you have set up This way you can reduce the number of times you have to choose an account code See Accounts later in this manual Use same code until changed When entering contributions you can tell Excellerate to always use the same contribution account code until it is changed Otherwise it will default every time to the default code specified in the previous field Default contribution type Again like account codes you can set the default contribution type here You can set up any kind of contribution type in the picklists menu option Default member lookup field When entering contributions you can lookup members by either their MemberID Envelope
79. cellerate For example to print mailing labels for your cell leaders you would simply choose the view for Cell Leaders then choose the report for Member Lists Labels from the Reports menu option You could also use that same view of Cell Leaders and print a Member Development report to check on their development progress Users can easily create their own views and save them for future use Views can even be imported from our web site and exchanged with other users Use the 27 Getting Around Select different view button F12 to customize the views See the chapter on Views for more information Tagging specific records Views are also used to tag random people for printing or exporting In the main member browse simply double click the Tag field to select the members Then select the view called Tagged Records to pull up the list of just those people Now you can run reports mail merges or exports against that list When finished use the view Tagged Records CLEAR ALL to release the tags Quick Searches In any module you can quickly search for a record just by typing a few letters of the name To search for the first Smith just type Smith and the Search for dialog box will appear This will also work for Cells Classes etc Status Bar E Tita Actives 50 Records The status bar is located at the bottom of your screen and shows your current view for the records in a given module
80. cellerate can automatically generate a list of possible follow up sponsors that can be assigned to a new visitor based on certain criteria such as geographical location This is done with two SQL statements which can be customized to work the way your church operates The first SQL statement gets executed but if it does not return any potential sponsors the second SQL statement gets executed There are several default follow up methods which can be selected or custom SQL can be entered directly The other sections in the preferences screen are Enter your names for This section will allow you to specify your choice of names for your cell divisions cell interns and cell supervisors Cell divisions refer to the method you use to organize your cell groups For example you may divide your area or city into Districts Zones and Sections For larger organizations it may be necessary to label the divisions as Congregation District Zone and Section for example Enter your names in the four division fields starting with Division1 as your biggest division It is not necessary to use all of the available fields for divisions If your church has two divisions simply leave the other fields blank The cell designation does not need to be specified here that field is always labeled Cell For example for cell group 1 A 5 B which stands for District Zone Section Cell only specify Div1 District Div2 Zone Div3 S
81. consolidation by running the Follow up Consolidation report and checking the totals and percentages The Consolidation Report Graph allows us to measure our success by answering questions like Out of all of our visitors from last month how many have been contacted been on encounters joined a cell etc Disciple Developing leaders The discipleship process involves tracking a members development from the point they join a cell group all the way through the School of Leaders In Excellerate you would use the following steps Track the cell groups cell members and attendance in the cell module If you are using the paper method the Cell Meeting Entry screen is designed to help you quickly enter the weekly cell meeting results Otherwise the web integration is the most efficient way of tracking the meetings and attendance Measure the success of the cell groups with cell meeting analysis reports Cell Meeting Report by Division for analyzing by Network or The12 etc Cell Meeting Report by Date for analyzing by weeks months etc Track progress through the School of Leaders by using Member Steps and School of Leaders classes in the class module Use the views in the member module to identify people who have completed a particular member step but have not moved on to the next 134 G12 Specifics step Completed Member Step A not B to proactively encourage members to advance Measur
82. d the line that says 147 Internet Integration my S database files dir This line needs to be changed to hold the directory name of where you want to store your data files All web servers are not standard so the exact file specification may be different from host to host but the general rule is to put the path of the data directory starting from the web user s login root directory So if the actual data directory is called c home root username DataFiles and a web user s root directory is c nome root username then the filesdir variable would look like this my S database files dir DataFiles If the data directory was c nome root username DataFiles Excellerate then the filesdir variable would look like this my database files dir DataFiles Excellerate Again each host is different but if you are having trouble with the script look at the error message generated when trying to execute the script It will give you an idea of where it is trying to find the data then you can adjust your database_files_dir variable accordingly One advantage of putting your data files in a separate directory is that you can set the access rights of that directory so that the data can not be accessed by anyone except by using the scripts See your web site administrator for information on how to restrict access to that directory Modifying the Cell Leader Report Form HTML template EXREPORT HTM
83. d your web site to provide features such as follow up tracking searching or listing groups and entering weekly cell group report forms on your site Built in email allows you to easily send email messages to your members from within Excellerate Web Integration The web integration feature allows you to integrate data from Excellerate with your church web site Specifically you can upload data and web scripts to your site using Excellerate s built in transfer utilities to add the following functionality to your web site New visitors can be added from the web site Update follow up information for visitors or any person in the database Cell leaders can fill out their weekly cell group report forms online instead of turning in paper forms Run reports analyzing cell meeting results or other information Users of your web site can search or view information about your cell groups To take advantage of the web integration features you will need FTP access to your web site You will need your userid and password Your web server must support CGI scripting using PERL 5 004 or later Setting up Web Integration Setting up web integration basically involves two steps Entering your web server information Uploading Excellerate s perl scripts and support files To setup web integration use the Web Integration screen in the utilities menu option or from the preferences screen 136 Internet Integration S
84. did not meet box Also if a cell did not turn in a report you need to make an entry as well You can check the Cell did not report box for those cells When you check Cell did not report the word NoRep will appear in the cell list to remind you that a report has not been turned in for that cell You can go back and enter a report if it is turned in later If you have cell meetings that have been entered using the Web Integration feature those entries will appear with a red w next to the cell name and date If an exclamation mark appears after the w that means that this entry may require additional user intervention This could mean that there is a new member or visitor that needs to be added to Excellerate That information will appear in the comments section for this entry Occasionally you will need to add a new member to a cell or delete a member You can do that right here from this screen by using the Add Edit or Delete buttons Cell Attendance You can also track individual cell members attendance from this same screen Tracking members attendance allows you to review an individual s cell attendance history to observe their faithfulness or to look for signs of continued absence To record members attendance using the Cell Meeting Totals entry screen simply double click their name in the Current Cell Members list Each time you click their name their attended status changes between Yes and No
85. e Address Deamon Frequency This cell is made up of mostly young married couples with 222 222 150 West small children Childcare is provided by our KidsLife 2222 Addison workers and sometimes a parent will volunteer to help with Joe Adams 1 A 1 C Friday 8 00PM Weekly the kids Tina 222 222 2222 1 A 1 A ener Tuesday 7 00PM Weekly 100 West Blvd Modifying the My Information and My Follow ups HTML templates EXMYINFO HTM EXFOLLOW HTM The EXINFO PL script is used to generate the forms for My Information as well as My Follow ups To modify the look of these forms including adding or removing other data fields you need to edit EXMYINFO HTM and EXFOLLOW HTM Data fields for these pages come from the exmembrs txt data file so any fields referenced must match the fieldnames in that file If you have added your own flex fields the Excellerate you may need to modify the website map file to include those fields This file tells Excellerate which fields to export to the web Some example field names are Mem_Firstname Adr Addr1 For exfollow htm follow up information must be wrapped in comment tags like lt Followup Info gt You put the followup data fields you want to display in here This entire section will be repeated for each followup person lt Followup Info lt gt The follow up form will list a leader s current follow ups bu
86. e Bethany Cell Church Network BCCN for their ongoing commitment support and labor in the design testing and enhancement of Excellerate Table of Contents Chapter 1 Installation cccceceeeee eee e eee e eee eeeeeeeeeeeeeeeeeeeeeeneeeeeeseeeeeeeeneeeeeeeneenees 9 System HReouirements ttnet ttnt rrr Ettttttn Enn ntntttnrrnnnnnnnnt 9 InStallinG ExCellerate rs EREE REEERE EARE TER 9 Chapter 2 Getting Started ccctcccee cesses eeeeeeeeeeeeeseeeeeeseeeeeeeeeseeeeaeeeeeeeeneneees 11 Creating your New Database ccccccccceeeeeeeecneeeeeeeeeeeecccaeeeeeeeeeesestineeeeees 11 Program ReGistration sssrinin inaran iia ninaa na an era EnEn aa EA ERR aa aaa ET 12 New Database Preferences cccccccccecccccecceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeteeeeeeeees 13 Beete ite M EE 16 Setup WAZA DEE 16 PICKISIS i Ree ee 19 Elek 21 Member ISLS EE 22 Member Profiles Nesen Ne AER eet 23 Check for Duplicate Members nnnssssseeeeeeeeeeerrerreertreterrerrtrrrrsrrtrrrrtnstrrrrrr t 23 Chapter 3 Getting ArOUNG cccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaeeeseeeeeeeeeeeeeeeeseeees 25 EIS Ee 25 Joel Ba rneer en ene a aaa AA Aaaa aera SONES a ETETEA 26 Ee 27 VIEWS ernen inp aara a eraa aa aiae araara araara D ANa aeS 27 Tagging Specific recordS cccccccceeeeeeeeecneeeeeeeeeeeeecceeeeeeeeeeeeeccaeeeeeeetetennnaaes 28 G lek Searches enen dE EI PEETER E EIEE ENER 28 EI EE 28 Getting Around in Edit Scr
87. e Member module the i Move Pre Members button appears in the toolbar This button will move pre members from the pre member module to the member module This process will actually move the pre member s entire family assigning a new family number and member numbers The addresses and follow up information is transferred along with the pre member 43 Cells Chapter 5 Cells The Cell module is probably the most important module in Excellerate This module manages all the members meetings activities growth etc of your churches cell groups To access the cell module use the E cell button or hit the F6 key After selecting the Cell Module you will see the Cell browse screen Excellerate 3 0 C projects exceller12 sample mdb File Edit View Reports Sanr butone Options Utilities Help ET Cell Pete Maxwell ET 2 2 Monday Sunday Setvice Pete Maxwell Contral D Sunday 1 District Kieth Neal Control 0 1 A Peter Johnson Control 0 1 4 1 Joe Adams Control 0 TATA Tina Adams Farnily 6 Tuesday 1 A 1 B Terry Landry Youth 2 Thursday 1 A 1 C Joe Adams Family 5 Friday 2 EEN Mike Williams Homogeneou 3 Varies 1 B Adam Jones Control 0 1 C Joseph Phillips Control 0 2 District Erin Rushing Control H 3 District Bob Taylor Control 0 of New Life Cell Church Actives 13 Records The cell browse screen shows the cell groups of your church From this screen you add edit and delete cells and can
88. e Prefix has a user definable picklist that can be modified in program options For business choose Bus 33 Pre Members Members and Pastors Relation Specify Head if this member is the head of the household otherwise choose Spouse Child or leave blank This field is also used to determine how to address mailing labels when using the Mr amp Mrs option Family The family button allows you to assign the member to a family For new members of a new family do not choose a family and the system will create the family for you Then subsequent members can be assigned to the new family If a member needs to be removed from a family this button can do that as well Status The status field specifies the member s status This can be Active Inactive or Deleted Active members are current active members Inactive members are those that may have moved away but have given contributions in the past year These members must remain in the system until the end of the year Then they can be deleted Deleted members are marked for deletion These members can be permanently removed from the system at the end of the year Inactive and Deleted members can not be modified or assigned to cells classes etc Tag The tag field allows you to select or tag various random members for printing or exporting etc After tagging the records use the view for viewing the list of tagged members Picture The picture window is a thumbnail view of the
89. e added back to Excellerate Print You can run each of the test to check for different situations which may affect your statements If problems are found the utility can fix them or will suggest how you can fix them yourself 121 Reporting Here is an example of a member contribution statement New Life Cell Church 1100 Germantown Rd Cordova TN 38018 Joe Adams Date 12 19 99 11212 Dogwood Ln Member ID 6 Cordova TN 38018 Contributions for 01 01 1999 12 31 1999 02 24 1999 200 00 General Fund 124 02 24 1999 200 00 Missions 124 02 10 1999 25 43 General Fund Check 02 03 1999 94 25 General Fund Check Total tax deductable contributions for this period 519 68 Account Summary General Fund 319 68 Missions 200 00 122 Reporting Contribution Batch Report The contribution batch report can be printed at any time This report lists each contribution for the batch and can be grouped and subtotaled in many different ways Contribution Batch Report EN Report Tithe Rudel See Reporton fe Openbatches Updated batches CG All batches for User ID M D Batches with designation D C For Batch H s C For the Date range Group and Subtotal on acht D Fa by sell Receipt Member Amount V Show individual contribution detail I Include summary at the end of the report TI Use version designed for 132 column text only printers Print
90. e just finished entering cell meeting totals for It is possible to run the update for a previous week but remember it will look at your current list of cells to determine if there was a missing cell report So if you have added new cells since the week you are trying to run this for it will record NoRep entries for those new cells They can be deleted in the cell edit screen if necessary There is no harm in running the update more than once for the same period Even if you decide not to enter meeting totals you should run the update weekly This way it will record the number of cells you had that week and will allow you to graph your cell growth even if you can t graph member visitor and other meeting totals You probably don t want to run the cell meeting update before you ve made all of your cell meeting totals entries This would cause every cell to show NoRep when you go to enter your totals This will not cause any problems but it may be confusing to the users For this reason and the fact that you can affect your historical meeting totals by running this for a previous week you need Cell meeting update security to run the update This utility can also be used to automatically enter NoMeeting entries for weeks where your groups are not meeting due to a Holliday Once you ve completed your cell meeting totals entry and have run the cell meeting update you are ready to print out your weekly cell mee
91. e the success of the School of Leaders by running the School of Leaders statistical analysis reports Send The 12 144 1728 The send process involves tracking leaders as they build their 12 144 etc We represent this entire structure in Excellerate so that we can report and analyze our progress at different levels The G12 structure can be broken down into different levels starting with the Network level of Men Women Youth and Children Then under each of those are the 12 So you would have the Men 12 Women 12 etc Then under each of the 12 they have 12 and soon In Excellerate we represent those levels like this with the following codes for each level Level Name Codes Networks Men Women Youth Children The 12 or Generation 01 12 The 144 01 12 The 1728 01 12 To represent a specific cell group or cell leader they get a code such as Men 01 03 meaning the third leader under the first of the 12 in the men s network So this leader would be at the 144 level Now you can measure your success at any of these levels with reports and graphs If we specify Men we can report on the entire men s network Or Men 01 to report on the first of the 12 in that network 135 Internet Integration Chapter 13 Internet Integration There are two parts to Excellerate s Internet integration Web Integration and Email Web Integration allows you to transfer data between Excellerate an
92. e what data you want on the site You will need to choose Cells and Members if you want to use online cell meeting reporting Web Reports can be uploaded to allow for running reports on the web site The Allow web entry of cell meeting reports for dates in the past field specifies the number of days back that you want to allow entering reports for By default it is set for 14 which will allow entering meeting history for the past two weeks Now you can use the Export Send to web button to export your cell and member data and upload it to the web site By default all non sensitive member information fields are uploaded to the web site To see what those fields actually are look at the website map file located in the Excellerate folder You can modify this file to remove any other fields that you do not want to be uploaded to your web site Now your web site is ready for web integration By default the following URLs will run the scripts Of course replace WWW MYCHURCH COM with your web site and cgi bin will be the name of your CGI directory www mychurch com cgi bin exinfo p logs into a leader s info screen www mychurch com cgi bin exform pl logs into weekly cell meeting entry www mychurch com cgi bin exclsrch pl finds and lists cell groups You will probably want to add a link to your web site that takes your users to these functions so they don t have to type in the URLs themselves Using web integration Now t
93. ection The Cell identifier is recorded in a separate field within the cell group file The program also allows you three fields for naming cell intern types which gives your church the flexibility to have several intern types such as a cell intern a worship intern possibly a youth intern The final designation is for a cell supervisor or an individual that acts as manager or overseer of another cell This might be helpful for your children s pastor if you have children s cells Those cells may be overseen by the District and Zone pastors in one way but also by the children s pastor in another User Definable Fields Although Excellerate is designed to track many aspects of your church members cells classes and organizations there may be items specific to your church that are not already included in the program This section allows you to specify your names for the user defined fields throughout the program You may want to know if a member has any pets for example and could designate the Members User field as Pets The user fields can be setup as 171 Utilities and Preferences regular text entry fields or picklists To specify that a user field is a picklist select the appropriate picklist type next to the user field For example F means forced picklists or that the user can only choose a value from the picklist O means optional picklist so the user can choose an item from the list or type in the
94. edddresses Addr2 PreAddresses City PreAddresses State PreAddresses Zip FROM PreMembers LEFT JOIN Members AS Sponsors on The data is basically an Excellerate view or in this case an advanced view which is actually an SQL statement Most reports will not need an advanced SQL statement and can be built using the view builder 128 Reporting Creating a Custom Report To create a custom report choose the New button You will then see the report editor screen Report Editor OF x DSE LQ S abl Ai alale Layout Data gt IT Pgheader Title IT Colheader Detail TI Summary 7 Pg footer The only difference between the report editor for report styles and custom reports is the Data button This button allows you to select the data to be used in the report 129 Reporting Data for Report EN Report tor Tables Description Report Query Selection TI Ask for specific Member Type You will notice this screen looks very much like the build view screen Basically you are doing the same thing that is building an SQL statement to produce the data necessary for the report You can still use prompts to ask the user for certain values in selecting your data just as in a view The report data criteria you build here gets saved with your custom report Remember these reports can be exchanged with other churches so visit our web site to exchange custo
95. edit or delete an organization use those button as well 79 Organizations Organization Screen Organizations 5 x Organization info j 4 Met oo Save S Type Church X Cancel Leader Robins Jeff X User fields Mtgtimefi 5hours Date Started 01 01 M996 User Meets on Thursday Night User3 Time fr o0pm usera Location chur ch sanctuary Users Current Members 8 OrgMembers Els _ tasiname Jpa Joaeieteg Position ID Adams Joe 01 01 1997 Tenor Mary 01 01 1996 Soprano Adam 02 01 1997 Alto Leslie 01 01 1998 Soprano Jeff 03 01 1996 Worship Leader Last updated 02 15 99 by MANAGER gt In the organization screen you can specify the type of organization by using the picklist configurable from the picklists options menu You can also specify other information such as leader meeting times and up to five user fields which you setup in the program preferences screen The only associated information tab in the organization screen is the organization s members This tab lists the members that belong the organization the date they joined and a position if applicable Members can be added by using the add button deleted with the delete button and edited with the edit button You can jump directly to a member by double clicking their name in the member organization information tab You can also jump to this screen from a members organizations tab by double clicking the
96. eens cccccccceeeeeeeceeceeeeeeeeeeececeeeeeeeeeeeenteneeeeees 29 Associated Info Tabe ein i ii iii iienrneneneneneneneenneneneeenenees 30 Chapter 4 Pre Members Members and Pastors cceccceesssessseeeeeeeeeeeees 31 Ouere E EE 33 Member Addresees aeaa anaa EAS ISDE Ooae SEACE ERNE r IS ETETEN ES EY 36 Members Associated Information Tabs cccccccccccccececeeeeeeeeeeeeeeeteeeteeeteess 37 Adding RO Me 40 Adding Family Members 41 Editing Member Information ccccceeeceeeeenceeeeeeeeeeeeceeeaeeeeeeeeesecncnineeeeeess 41 veena Nembo ea E detect a EE E EEREN 41 Searching for Members 42 Pre Membersin aitac de ae Eeer ee ee eg 43 Chapter 5 Cell ic hc eh dined ee ee ee d 45 CelILS Chen EE 46 Cells Associated Information Tabs c ccccccscccssecneeaeeeaeeeaeeeaseeaeeeaeeeaeeeaees 49 Representing Your Cell Structure in Excellerate c ceceeeceeeeeeetcteeeeeeeees 51 Adding Her ET 55 Editing Cell Intormation 57 Deleting elle scent an haan 57 Assigning Members to Cells 57 Oe le ebe an E ee 58 Primary and Secondary Cells cence aaeeeeeeeeceteneeeeeeeeeetennaeas 59 Searching for Cells ccccccecceeecceeeceeeeeeeeeeecceeeeeeeeeeeeeeeseaeeeeeeeeeeessncneeeeeeeeeeee 60 Ol itcle Vulle KC HE 61 Viewing Cell Growth AA 62 The Cell Tree A Better View of Your Cell Structure 0 ccceceeesseeeeeeeeeees 65 The Cell Organizational Chart 67 Entering Cel
97. ell Group Options The Cell Group Options screen contains preferences for your groups Cell Group Options Bisi E P Include children in cell meeting totals TI Cell leaders are also members of the cell JV Use divisions in cell name Cell week starts on Monday h Default Cell Attendance Absent OI Prompt for meeting updates After entering meeting totals Before printing summary report Don t prompt Cancel Help If you want children included in your cell group meeting totals then check the first box There is a separate total for children as well but if you want them totaled with the member and visitor counts then select this option If your cell leaders are considered members of the cell they lead and should be counted there as members then check the second box A member may be a leader of as many cell groups as they want If you wish to have your cell groups named by the combination of divisions they represent then check the third box in this section For example if Matt is a cell leader in District 1 Zone A Section 5 Cell B then you may choose to name his cell 1 A 5 B In this case you would check the use divisions in cell names box If you don t want the divisions included in the cell name for example names like Teen Life or Matt s Cell you would leave the third box unchecked What is a division Essentially division is the generic term used in Excellerate
98. ember or to an entire view of members Email messages can be formatted with different fonts and colors as well as include merge fields and file attachments Excellerate s report styles can be modified to include email addresses and automatically emailed to those members Setting up EMAIL To setup Excellerate s email feature go to the Options menu then Preferences and choose the Email options button Mail Settings xj User Information Default Return Email Addr finfo newlifechurch org Default Return Name New Life Info gt Server Information en Password POP User ID jinfo Outgoing SMTP Server smtp server com SMTP Port 25 Port 25 is the default User Name info SMTP Authentication PoP e If your SMTP server requires POP authentication enter your POP settings POP Server leen server com POP Password we Maximum email addresses in the TO or CC fields 25 Default Return Email Addr appear on your messages This is the default return email address that can 155 Internet Integration Default Return Name This is the default name of the sender that canl appear on your messages Outgoing SMTP Server This is the outgoing email server name or IP address A typical server name might be mail mychurch com or smtp mychurch com SMTP Port This is the port number for the SMTP server and is usualy 25 User Name This is the userid for the SMTP server assigned
99. embers You may want to see how much members in a certain zip code are contributing or compare different age groups etc This report also allows you to compare a member s pledged giving with their actual giving Member Contribution Chart The member contribution chart allows you to see your member s giving history over a whole year 12 20 99 12 05 29 AM New Life Cell Church Member Contribution Chart All Members 01 0144 999 12 31 1999 Top Contributor Report This report will allow you to report givers who contributed over a certain amount for any date range The list of givers will be sorted by giving amount and can be run for a specific account Pledge Report and Pledge Projection Report The Pledge report lists member pledges and the Pledge Projection Report projects income based on member pledges Member Pledge Report The Member Pledge Report lists members how much they pledged how much the contributed toward the pledge and what their pledge balance is This can be run for a specific view of members and for a specific account or all accounts Member Pledge Statements Member Pledge Statements is very similar to Contribution Statements except that 124 Reporting it will print a statement for anyone who has pledged even if they have not contributed The statements use different report styles from statements to letters and can show the balance due for that pledge Custom Reports A custom report is
100. emove all attendees button is useful in cases where this same class is used over and over again by just removing the old students and adding the new ones This button will quickly remove any remaining students that did not actually attend the sessions 75 Classes Post Encounter School of Leaders classes Class Information E loj x r Glass School info KR C Traditional Class Leader Maxwell Pete L z Notes Save E e j Cancel P i iiere Mess Associated Member Step Gel 2 School ona Level fi z Completed J When Meets SOL 4 Scheduled Class Sessions Number of sessions 10 Campus LH Coordinator z User1 Assistant User2 User RR Starting Ending Date for 01 2004 aa 72004 Users Enrollment reg Member Taylor Julie F x NN 2222222222 Member williams ike L x 1115874598 ast updated 12 17 03 by MANAGER 4 The top section of the screen shows basic information about the class For Post Encounter School of Leaders classes the class name is made up of the School name and the Level so if the school was called SOL0401 and level 1 the class name would be SOL0401 1 This example indicates a SOL Class in 2004 in the first quarter You can use other naming conventions but the class name is limited to 8 characters The Completed field indicates whether or not this class has been completed It is important to update this field because Excellerate use
101. endance This can be used for tracking any type of church service most commonly Children s Church Excellerate s church attendance system can track the service date time in and time out Or you can just record their attendance without times Excellerate currently supports the CS2000 handheld scanner from Symbol Technologies This is a portable scanner that can read several hundred scans at once Then the scanner is placed into its cradle and the data is read into Excellerate 176 Utilities and Preferences The first step in using the Church Attendance with Barcodes feature is to choose how you want to print your barcodes Use the Members Lists Labels report to select a report style that includes barcodes or modify one of the existing styles to add the barcodes To add the barcodes to a report style simply add a text field to the report with the following value BARCODE 15 l MemberQuery MemberlD This value tells the report to print a check in barcode for the MemberID You can also print a check out barcode if you are interested in tracking check ins and outs BARCODE 15 0 MemberQuery MemberlD This will print a check out barcode Note the letter O not zero Also see Report Styles in the Appendix for more information Before printing your barcodes choose a view to select the members you are interested in or you can print for all of your members Now that you have your barcodes printed you can scan the codes as each
102. ere is also a menu option in the Help menu for quickly emailing technical support Merge Fields In EMAIL Excellerate also allows including merge fields in your emails To include fields from a members record use the table field notation So if you wanted to email all of your new visitors and address them by their first name you would use Dear Members Firstname Excellerate would replace Members Firstname with the member s first name To see what the email would look like with the data inserted use the preview button in the toolbar You can include fields from the MEMBERS PREMEMBERS or CELL table EMAIL ing Reports There are two methods of emailing reports in Excellerate Any report that you generate in Excellerate can be emailed by previewing the report then hitting the email button This will save an RTF version of the report without any lines or graphics and send that with the email The other method can actually send 158 Internet Integration multiple emails to different individuals listed in the report There is an example of a cell leader report style that can be emailed To create a report style that can be emailed all you have to do is insert a special field in the report When you go to PRINT the report Excellerate will check first to see if it can be emailed if so you will be asked if you want to email it If not it will be printed as normal The following email fields can be added to your report style
103. ess 12 29 03 1 41 04 PM Page 1 New Life Cell Church Consolidation Report Followup Members and PreMembers 01 01 1997 12 31 2003 Jacobs Eddy Kieth Neal 12 30 98 WorkVisit HorreVisit 111 254 8789 Alter 01 01 99 02 01 99 More nfo interested Long Missy Terry Landry 01 0199 HorreVisit 111 369 8569 Visitor 01 02 99 More Info West Adam Joe Adams 02 02 99 none 222 222 2222 Infocard 02 03 99 23 Totals 3 1 0 D 0 0 0 D 0 D D People reported 3 Percentages 100 33 0 0 0 0 0 0 0 0 0 This format shows the totals as well as the percentages so you can easily see what kind of success you are having in the different areas This same report can be grouped in a summary report by a division for a higher level of analysis 110 Reporting The same information can also be graphed by choosing the Followup Graph format 10 x gt al co amp S all os ee a aleti LG Followup Report Followup Members and PreMembers 30 Total Showing percentages Percent of people completing activity TCE Visitor Report The Visitor Report allows you to print a lists of visitors from both the member and pre member module This report allows you to select certain types of visitors such as those who you wish to follow up on from an information card alter visit etc This report can also be limited to a specific date range as well as a distr
104. ew month quarter or year it will prompt you to be sure 85 Contributions it is ok to advance the system to the next accounting period and to reset the old monthly quarterly or appropriate totals If you do not want to be prompted uncheck this box Canadian receipt number generation and tracking on contribution statements This option is available for countries such as Canada that require receipt number tracking on their contribution statements This option will generate unique receipt numbers for each statement and those numbers will be stored in the members change history Once the statements have printed correctly those contributions are protected from generating a new receipt number but those statements can be re printed with the original receipt number by choosing the re print report style Date last contribution statements printed updated When the Canadian option is selected this field records the date of the last contribution statements that were printed Excellerate will then prevent generating new receipt numbers for these same contributions You can reprint those statements by using a re print report style This style will use the same receipt number that printed on the original statements Basically Excellerate will prevent the use of a report style that generates a new receipt number for contributions earlier than this date IRS Message to appear on Member Contribution Statements This allows you to
105. followed when working with advanced views 102 Views Always use uppercase letters for the SQL keywords For example SELECT WHERE ORDER etc Always place the ORDER clause at the end of the statement Any expression containing a parameter must be enclosed in parentheses and must have spaces around the operator for example SELECT DISTINCTROW Members FROM Members INNER JOIN MemberSteps ON Members MemberlID MemberSteps MemberlD WHERE MemberSteps Step P1 ORDER BY Members Lastname Remember Excellerate uses the Microsoft Access Jet Engine to process the SQL for the views so a knowledge of Microsoft Access SQL will be helpful 103 Reporting Chapter 11 Reporting Reports and Views One of the most important parts of any church management system is its reporting Excellerate uses a combination of views and reports to produce the wide variety of reporting for a church Many of the reports are based on the current view you have selected For example the Members list and labels report can be used for cell leaders visitors pastors etc Likewise for a particular view you could print a list mailing labels or mail merge with your word processor This approach will provide many possible combinations of reporting The following is an example of the Member Info Report Like many of the reports in Excellerate you can report on either the current record or the current view Member Report EZ Report Title Member
106. ganizational Chart 2 C Wesly Gorman 2 B Sandy Kealy 2 4 1 2 4 Tony geien 1 C Greg Samrow 1 B 2 Wanda Horne 1 B Tom Gess 1 B 1 Greg Samrow 1 4 4 4 Charles Payne 1 4 4 Charles init 1 4 3 B 1 4 3 Hank SEH 1 4 3 4 Hank Sinclair 1 4 Chip Montana Sort Ascend Z LevelWidth 150 ItemHeight 20 Fediaud BE Landscape H al al CZ Bob Neal Pastor s Cell John Maxwell Keith Buchert The organizational chart can be viewed on screen or printed You can adjust the width of each level as well as the height of each item to get the best fit You can also change the sort order so that if you turn the chart on the side to look like a real vertical organizational chart the cell groups will be in order from left to right 67 Cells Entering Cell Meeting Totals and Attendance The key to tracking your churches cell growth is to record your weekly cell meeting totals Excellerate helps you do this in two ways First by providing cell leader report forms that you print or log into online each week for your cell leaders These forms list the existing cell members and provide a place to record the number of members visitors children and other counts that may be of interest to your church Second by downloading the totals from the online forms See the online integration chapter or by using the Cell Meeting Totals Entry screen Cell Meeting Totals
107. hat may require your attention Any information that you request in your online cell leader report form that can not be directly imported into an Excellerate cell meeting entry will be included in the comments section of the cell meeting entry This way you can be flagged that there is more information and you can decide what to do with it Use the Export and Send to web button on the web integration screen to upload new information to the web site Use the Print cell meeting report to print a report for those entries Again w indicates a meeting from the web Continue with your normal weekly cell routine but now many of your weekly totals will already be entered for you Modifying Web integration to fit your web site All of the included web integration files can be modified to meet the needs and look of your church web site The following information will help any web developer in modifying the PERL or HTML files The PERL scripts use HTML templates to display the pages so these files can be modified to look like whatever you want The PERL files can be modified if you need to change the functionality of the scripts Modifying the scripts for a different data directory The script files use a variable called database files dir to find the uploaded data files If you are storing the data files in some other directory other than the CGI directory on your web server you will need to edit this variable in your scripts Fin
108. hat the site has been setup you can begin using Excellerate s web integration features 139 Internet Integration Cell Leader Meeting Reports To enter weekly cell meeting reports the cell leader first logs into his cell group cell leader login leader group name Adams Joe Men 1 1 1 Tuesday 7 00PM s word The default password for leaders logging in is the last four digits of their phone number For cell leaders this is actually the last four digits of the phone number in the Primary meeting phone field in the cell record You can change the password field by modifying the scripts pa Once logged in their weekly meeting report form will appear 140 Internet Integration New Life Cell Church Celi leader online report form rinidd yyy Day of week Monday eege Frequency Weekly Pete Mawel Cell Type Leaders 12 5 Location Church Meeting Room Current Cell Members Joe Adams 222 229 2222 www hometime org Vv Ce Peter Johnson 655 555 5555 www holychurch org E Adam Jones la 11 589 7893 www holychureh org vw Jimmy Landry 222 222 2222 H Ei Terry Landry la 11 369 8569 tlandry aol com H Kieth Neal 111 254 8789 wwwholychurchorg E List any new Members Visitors below T E JIC JE Mo e E Sab T Lo IC JE MME ww TE M T COo IE E MO MoL M TE SU A Enter meeting totals below C C L Comments
109. he Network field Div1 to Men and the other fields The12 The144 The1728 to blank Then assign the Network leader to be the leader of that cell Next add the cell members his 12 into his cell Next you would add the cells for those 12 under the networks such as Men 01 by setting Network field to Men and The12 field to 01 and assign the leader of the cell Repeat this process on down as far as your structure goes As your structure grows past the 1728 level continue with the naming convention into the Cell extended field Now to show that cell Men 01 is under the Men network cell set cell Men 01 s Organizational Parent Cell to the network cell Men You would continue in this manner until you enter all of your cells By setting the cell s parent field you are placing it under another cell In the following example we have created these cells Network cells Men Pete Maxwell Women Kristi Maxwell Youth Erin Rushing The12 cells Men 01 Peter Johnson Men 02 Terry Landry Men 03 Mike Williams 53 Cells The144 cells Men 01 01 Joe Adams Men 01 Men 02 Men 03 Men Pete Maxwell Men 05 Men 06 Women Kristi a Wi Youth Erin Rushing Peter Fell Men 01 01 Joe Adams Terry Landry Mike Williams Adam Jones Joseph Phillips omen 01 Tina Adams In the G12 model all of the cells are real cells not control cells They all have members w
110. he move and the reason for the move 58 Cells To move a cell member from the cell edit screen choose the cell members associated information tab highlight the cell member and hit the Moves button The same Cell Member Move screen will appear will prompt you for information about the move Primary and Secondary Cells Excellerate allows members to belong to multiple cell groups This can be disabled based on the cell options in the program preferences If a member joins more than one cell group you have to choose one of the groups to be their primary group and all other groups become secondary The main difference between primary and secondary groups is that the member s primary group will be displayed as the members cell group on all screens and reports When a cell group is made primary that group s division codes District Zone Section etc are put in the member s record therefore assigning that member to those divisions Members attendance can be tracked for primary as well as secondary groups and all of the membere groups will be listed in their cell groups associated information tab To make a specific cell their primary cell use the Make this their Primary cell button when adding or editing a cell member When a cell is chosen as the primary all others become secondary 59 Cells Searching for Cells There are two ways to search for cells First is to use the Tel find button from the cell
111. ho are leaders of other cells 54 Cells Each cell can actually have two different kinds of cell parents Organizational Parent This is the parent cell from an organizational point of view It answers the question Who is responsible for my cell in terms of an organizational or administrative hierarchy Birth Parent This is the parent cell from a birthed from point of view It answers the question What cell was my cell birthed from This will usually be the same as the organizational parent but a new cell may have been birthed from district 1 but because the new leader really lives in district 2 that cell may be put under district 2 It is still good to know which cell the new cell was birthed from When setting up your cell structure you really only need to assign Organizational Parents Birth parents will be calculated and entered for new cell multiplications Now that you understand how the cell structure is implemented here is the easiest way to start entering and structuring your cell groups First start by entering all of your cell groups without worrying about assigning the Organizational or Birth parents Next enter any Control groups for Districts Zones etc if you are using that type of structure Now use the Cell Organization Tree to view all of your groups They will all appear in a list on the left hand side Finally drag each cell on top of the cell it should fall under For example if
112. hoose not to enter these totals you will not be able to graph your churches cell growth Hit the Graph button and you will see a graph similar to the following Cell Growth co 5 al Rms fos Jr STS E della Cell Group Growth LJ Meetings Il Salvations O Visitors EI Children HB Members E total 37 Week 37 09 06 98 lei Es 38 Week 38 0943 98 Number of People 39 Week 39 09 20 98 40 Week 40 09 27 98 41 Week 41 37 38 39 40 Ai 10 04 98 Cell 1 A 1 Weeks 37 41 09 06 98 10 10 98 Previous cel ak Next Cell 63 Cells This graph shows the growth of this cell group by different criteria The red bars in the back represent the total number of people that attended the meetings The other bars in front show how many of them were church members or visitors or children etc You can double click the top of any bar to see the specifics of that bar You can choose different representations of this graph by using the tools in the toolbar Since we chose to graph our cells one at a time we can use the Previous and Next Cell buttons to graph those cells These buttons will display the previous and next cells in our current view So if we wanted to look at the groups in zone 1 A in detail we would choose that view first then view the graphs for each cell one at a time We can also produce this graph for an entire selection of cells This way we could look to see how a district o
113. hout affecting the other family members If that family member decides to move back home and you want to un split their address you will need to do the following Remove the member from the family by using the family button and then selecting Remove member from family Save the member then re assign them to their original family 36 Pre Members Members and Pastors Members Associated Information Tabs Associated Information Tabs appear in the bottom portion of each members screen and contain various information associated with the member The following nine associated information tabs are available from within the member edit screen Family Follow up Profiles Member Steps Organizations Visits Counsels Classes Member History Cell Groups Cell Attendance Contributions Pledges Church Attendance Lists any family members and their vital information Includes date member joined how they heard about the church and other follow up information Hobbies interests or any other member attribute Steps in the member s development cycle such as water baptism becoming a participator or becoming a leader Organizations within the church in which the member participates such as worship team or children s church Records any visits or counseling sessions with pastors Including time location and any notes from the session List of classes that the member has attended or is scheduled to attend
114. ict zone etc Church Attendance Chart The Church Attendance Chart prints a chart showing the members and their church attendance history in a chart to easily spot attendance trends You can run 111 Reporting this report for a specific view of your members and for any date range of up to approximately six months 12 19 99 6 29 23 PM New Life Cell Church Church Attendance Chart All Members Re Wika 8 kuk k 2uk 1129 1 2 06 1 241 3 1 2120 1 2 27 x x x x Adams Adams Adams Adams Johnson Jones Landry Landry Landry Kristi Max w ell 112 Reporting Cell Reports Cell Info Report 26 1 H 1 prance New Life Cell Church Fage Cell information 1 A 1 Type Family Leader Cindy Abed Started 03011998 Internt Judy Zito District 1 Emphasis Outreach To Multiply 11 01 1998 Intern2 Zone A Old 8 18 18 Meets On Tuesdays Intern3 1 MeetArea 1 Time 7 00pm Supervisor Childcare Yes Frequency Weekly Cell Primary Meeting Phone 123 456 7890 Organizational Parent Cel 1 A Generation 3 Primary Meeting Address Baker Zachary Birth Parent Cell Generation 0 Cell Members Member Carruth Yaney 225 529 5120 10 23 38 Member Corona Tammy M 123 456 7890 06 30 98 Member Cox Anita 123 456 7890 06730798 Member Dossey Beth 225 775 5995 10 15 98 Member Dossey Mary 225 775 S99S 10 14 98 Member Faust Thomas
115. ict D Envelope Annivers 1201 1986 Birthfoserses FAX4 222 514 8956 Zonefa z E Addresses Spit family addresses Comments Age by Section GE rar Dog Sction z 1 Home Joe is interested in Pets j 1212 Dogwood Ln wei ii rami User roup to help people EEN AF Cordova TN ng small ele to Users Cell Member Sponsor pl 38018 their houses Usera maxwen Pete L k Cell Groups Cell Attendance Contributions Pledges a 6 Family Followup Profiles MemberSteps Organizations Visits Counsel Classes _ Member Steps D Water Baptism 01 01 1996 Completed Christianity 101 02 01 1998 Completed E Encounter Retreat 03 01 1996 Completed Interested in ministry E Discipleship 201 02 16 1999 Discovery Seminar Leadership 301 For example the member screen will have the following associated info tabs Other family members Follow up Information Member profiles Members cell group etc The information in these tabs will contain links to the other parts of the program For example If you are viewing a particular member you will see their family members listed in the family members tab If you double click a family member you are automatically taken to that members edit screen You can also see that this member belongs to a cell group You may double click that cell group link which will take you directly to that cell s screen of information along with all of its associated views These w
116. idecaduesaeiedadicesceedeneas 97 UI EE 97 Selecting RE 98 Creating a NOW VieW sasc cd eidasetenadstcciten ee E T OEE T 98 Editing EWEG 100 Importing Exporting and Downloading Views from the Web 102 Advanced Views c cccccceeeeeeeeeeeecaeeeeeeeeeeeeeeaaaeeaeeeeeeeeesaaeaaeeeeeeesesaaaaneteeeeees 102 Chapter 11 Reporting ii 3 2ecistscccuscededesicaetuevis ivsduavegiuads REENEN EEN 105 R ports ule RE 105 Ee 106 Member Reports ssesssseeneneseeesttnnrtetteesttnntttt ateretan ttntt ane ntnn EEEE E Ennn Ennn E Enne Ennn 107 CERED EE 113 Class REPOS eesse aese EEEE EEEE EEEE EEEE ENEE EENS 118 Organization Repnorts 119 Contribution Reports 0 0 ceccccccceccceceeneeeeeeenaeeeeeeeaaeeeeeeesaeeeeeeeaaaeeeeeeaaaeeeeeeaaas 120 Custom REPOS 0 2 0 ccc ceded cacacdeancneddncnendidesinendsideeiseindsidegieeinediiedeenctdeneneaeteatecsecedtes 125 Mal MEI GOs EEN 131 Chapter 12 G12 Specifics 3 i isiidesidiiiadddecieidiviiniiininnnids 133 Win The Prayer for three settee eters eines eaaa ea anenee eae 133 Consolidate Keeping the harvest ccccccccscccnteeneeeaeeeaeeeaeeeaeeeaeeeaeeeaeeeaees 133 Disciple Developing leaders nsnnsssessesrreseeessttrrtrtttettrrrrtrrtesrrnnrrnrree renna 134 Send The 12 144 1728 2 ccccccccccccsscccccssecceeeeeeeeeseeeeeeseeeeeeaeeeeeeaeeeeeeaneeeees 135 Chapter 13 Internet Integration cccccseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeseeeeeeeeseeeees 136 El ee 136
117. ield and positioning of the field You may enter the X Y W width H height values for the field or leave the X and Y blank Once the field has been added you can reposition within the screen later Also choose the location for the field For Member fields they can be placed in the main screen the Follow up tab or the Member step tab For the other modules you can only choose the main screen Finally specify any special display format for the field such as Bold If you wish you may add titles without fields or fields without titles Just leave the title or field blank The first flex field must have a title You may also edit or delete flex fields using the corresponding buttons Remember when you delete a flex field the associated data in that field is deleted and can not be recovered The import and export buttons will allow you to import or export a group of fields all at once This allows you to exchange field definitions with other databases our support staff or even other churches Positioning Flex Fields Once the fields have been added you can go to the member or cell screen to re position them To position the fields right click on any of the flex fields They will all turn red indicating they can be moved Simply drag the field to the correct position When all of the fields are in the correct position right click one of them to save You can move several fields at the same time by shift right clicking a field
118. ill use the second SOL Method RRE ET Aer SQL1 SELECT Zip City FirstName LastName HomePhone T ype SubT ype MeetsD ay MeetsT ime MemberlD FROM Cells Left Join Members on Cells LeaderlID Members MemberlD Left Join Addresses on Members Address ID Addresses AddressID WHERE Addresses zip PR AddressT able Zip ORDER BY Addresses Zip SQL2 SELECT Zip City FirstName LastName HomePhone Type SubType MeetsD ay MeetsT me Membe FROM Cells Left Join Members on Cells LeaderlD Members MemberID Left Join Addresses on Members AddressID Addresses AddressID WHERE Addresses City PA AddressT able City ORDER BY Addresses Zip Allow changing member Divs if they are in a cell group Normally a members division codes are automatically determined by the cell group they belong to or are manually entered when they are not in a cell This option allows you to modify a member s divisions even if they have joined a cell Allow State Province field more than 2 letters this option allows entering full state or province names instead of the US 2 char abbreviations 170 Utilities and Preferences Assign follow up sponsor s division codes to the new member when assigned When a new visitor is assigned to a follow up sponsor Excellerate can automatically assign that visitor the same divisions as the sponsor who is following up on them Follow up sponsor list generation For large churches Ex
119. ing Cell Report List provides a list of cells who have not yet turned in their cell leader report form These are the forms that are used to report the attendance in your cells This report is a handy way to follow up with these leaders Cell Tree Diagram See Cell Tree Diagram in the chapter on Cells Cell Growth Graph See Cell Growth Graph in the chapter on Cells 117 Reporting Class Reports Class List Report The Class List Report is a generic report for your classes sessions and attendance This report uses different styles to produce the information you need Again you can modify these styles to show different items in the report Class Members Report for traditional classes The Class Members Report allows you to report on members who have either already taken a class or are scheduled to take a class This report can be used to print out a roster to record attendance The option in this report allow you to print for your current class view or a specific class and which sessions to report You may also specify a date range for reporting on previous attendance G12 Class Reports Several class reports are available for Post Encounter School of Leaders classes Many of them are available in the Member module as a Member List Label style including SOL Attendance SOL Class Roster SOL Sign in sheet with barcode and SOL Student info These report styles work with the current view so you would first choose one of
120. ing the new database you will be prompted to enter the registration code which activates the full version of the program Your registration code is located on your invoice and inside the front cover of your user manual or if you downloaded the program from the Internet your code would have been emailed to you Program Registration xj Registration Registration Name i Registration Code _ a Configuration Demo version 7 Network Version 100 Member version 250 Member version 500 Member version Unlimited Member version Cancel Help The Registration Name and Registration Code must be entered exactly for the program to register correctly The 0 s in the registration code are Zero s Choose the configuration that you purchased 100 250 500 or Unlimited Members and select Network Version if applicable Without registering the program it will operate as a demo limiting you to 30 members and cells You can also access the registration screen from the Utilities menu 12 Getting Started New Database Preferences Any time a new database is created you will immediately be taken to the New Database Preferences screen New Database Preferences j x i Church Information Church Name Address1 Address2 Cancel City State Province PostalCode Help j Program Options Database Name C Program Files Excellerate database m Si Email options
121. inished Now the batch can be exported if necessary and updated again Batches from earlier accounting periods can be reverse updated and modified and the changes to the batch will be counted in the accounting period of the batch not the current period 93 Contributions Viewing Editing Member Contributions Once a contribution batch has been updated those contributions are posted to the members file To view those contributions choose the Contributions Pledges associated information tab in the member s edit screen Member Change History Cell Groups Cell Attendance Contributions Pledges Church Attendance Member Family Pledges Date Amount__ AcctDescription ___ Type Checktt TaxDeducta J Report separately from family p 08 12 1999 555 00 General Fund 234 Deductable Last contribution 12420 1393 1 42 20 1999 100 00 General Fund Other Deductable Year To Date 0 00 J 112 20 1999 50 00 Missions Other Deductable Last Year 705 00 To Date 705 00 wa Last updated 06 30 00 by M This screen allows you to see the member s giving summary along with their contributions their family s contributions or the their pledges These different views can be selected by choosing the appropriate button on the left of the screen If the program options allow users to modify contributions after they have been updated you will be able to add edit or delete contributions here within a member s edit
122. ion or Network Generation 144 etc in the case of G12 Some churches may include Campus or part of the city as one of their divisions If you wish to allow your members to join more than one cell group check this box The next field in this section allows you to specify the day of the week that your church has designated as the beginning of the cell week This may differ depending on the specific situations of each church This option is used when displaying the pop up calendars for entering dates referring to cell weeks You can also specify how you want to default the cell member attendance You can choose to default member s attendance to Present Absent Use last weeks attendance or to turn off cell attendance The Prompt for meeting updates option specifies when you would like the program to remind you to run the update for cell meeting totals In order to be able to track your churches cell growth you will enter weekly cell meeting totals into the system This usually consists of entering the number of members visitors etc for each cell You must also record that certain cells did not meet or did not turn in a meeting report The update for cell meeting totals option goes through your list of current active cells after you ve made any cell information changes and entered your meeting totals and makes sure you ve made an entry for each cell If not the update will automatically make an entry for you indicating that
123. ir own N means no picklist See Picklists under the Preferences menu option for setting up values for your picklists Users and IDs As with the Preferences screen this screen is located in the Options menu User Information Pete Maxwell UserlD M Name Fete Maxwell Password Email addr pete church com M Default User View District Di Section Di Zone y x M User Access Members jp User IDs p Send Email ju Cell Groups jp Preferences Options p Classes p Database Maint p Organizations p Cell Meeting Updates p Financial jp Report Modifications p Visits Counsels jp Saved Views p Access Codes R ReadOnly U Update D Delete Update Blank NoAccess G Only see last given date Add User Delete User Cancel Help This screen allows you to enter all of the users of the system their email address their default view and their levels of access of Default User View Users can be assigned a default view which can narrow their view of the database to the area they re interested in For example your church may have several district secretaries and each of them can set up their program to open to the view 172 Utilities and Preferences that they use the most such as District One for the District One secretary When a user has a default view assigned that becomes their initial view when they start the program They can always choose another view at any
124. kept on these members and so that you can recover the member if you deleted them by mistake To permanently remove deleted members you use the Remove Deleted Members option in the Utility menu This option can not be recovered from unless you have a backup so use caution 161 Utilities and Preferences Remove Deleted Members iof x l This option will PERMANENTLY remove deleted members from the system Ce Remove all deleted members C Remove curent member only l Print Member list before deleting Print Detailed Member report before deleting i Dont print a report DELETE Cancel When using this option you have the choice to remove all deleted members or if the current member you were viewing has a Deleted status you have the choice of removing that one member This option permanently removes the members so you also have the option of printing out the records before removing them You have the choice of printing a detailed report a list or no report at all You also have the option to remove all members from your current view e g all members in the state of Texas To do this you need to create a view of the members you want to delete Select the Remove members from the current view All Members option We suggest that you select the option to print a member list or detailed member report before proceeding to delete that view This process is irreversible so use extreme caution when
125. l Meeting Totals and Attendance ccccceceeeeeeeeeeeeeeeeeeeeteaaes 68 Updating Cell Meeting Totale 70 Example of a Typical Cell Week 72 Chapter 6 Classes s iicit tsi hae haiti Gloniiitnsintien ets 73 Traditional EE 74 Post Encounter School of Leaders classes c ccccceeeeeeeeeeceeeeeeeeeeeeesees 76 Barcode attendance tracking lll nn lll nn ln nnn niin 78 Chapter 7 Organizations 2 22iciciescveicsccceesceesecsedecsieiccesdieisdecedeuectetdensecucdeterverens 79 Organization Green 80 Chapter 8 Church Attendance ccsssscssssecssneeeesseeeeaseeeeaaeeeeaaeeeeaaeeeeaaeeees 81 Chapter 9 Contributions edu fer teciecctiitecid ie etna ian 83 Contribution SettinGS EE 84 CONDUG SECUN TEE 86 Contribution TYPE EE 87 Contribution Accounts Funde irsini ieaiaia ene aiaia 87 Contribution RECords ea Reeg EA EE ee 88 le EE 89 Entering Contributions Batch Processing cecceeeeceeeeeeeeeteeneeceeeseeeeeeeas 89 e E 93 Updating Batches EE 93 Reverse Updating Batches AA 93 Viewing Editing Member Contributions 94 End of Period Processing cccccccceeeeeceeeeeeeeeeeeeeaeeeaeeeeseeeneceneeeeeeeseetenaaas 94 Exporting Contributions cccccccceeeceeeeeceeeeeeeeeeeeeccacceeeeeeeeseesaeeeeeeeeseseenaaes 95 Resetting Contribution Tote 95 Removing Old Contributions 95 Removing Old Locke 96 Chapter 10 ViewSiii ccisccicacceccecedescestedicceetebeinncdededececeecestbded
126. leted simply double click the completed field for the desired step The Member Steps tab is also used for tracking the details for Post Encounter School of Leaders classes in the G12 model See the chapter on classes for more information The Organizations tab view allows you to track any organizations a member is involved in These may include choir prayer teams kid s services etc Remember you can double click the organization to quickly jump to that screen The Visits Counsels tab is used for recording visits meetings counseling etc between members and the staff as well as between members and other members 39 Pre Members Members and Pastors Often in a cell church cell leaders and members do much of the ministry as well as the church staff You have the option of viewing visits with the current member or visits the current member has had with others The Classes tab allows you to track which classes this member has taken or is scheduled to take This list will show each session of a particular class so this tab gives more detail than if you had a member step indicating that the class was completed Again as in member steps when adding a class you can choose to add all sessions of a class to the member to make it easier to see what has been completed and what is left Also the attended field can be double clicked to quickly indicate that the member attended that session The Member History tab records cert
127. lls Frequency How often the cell meets Most cells will meet weekly but you may have some cells that meet daily monthly or periodically Description This is a general description of the group This can be used in printing group menus and providing information on your web site about the groups Primary meeting Phone amp Address These fields specify where the cell meeting is primarily held The last four digits of the Phone field is used as the default password for logging in to the online reporting form Members This field shows how many cell members are in this cell Cell Leader The cell leader When a new leader is assigned to a cell history of the leader change is recorded and the new cell leader s phone number can be loaded into the primary meeting phone Intern 1 3 These fields may be renamed to titles that your church uses You may have several interns Although every cell will not have the need for three interns it may prove helpful as cell leaders attempt to give responsibility to various cell members according to their willingness and gifting Your cell leaders may wish to have a worship leader intern a cell leader intern and an outreach intern simultaneously Supervisor The cell supervisor is a field that can be used for another individual besides the cell s district and zone pastors that is responsible for the cell This could be your children s pastor if you have children s cells Those cells may be overseen by
128. lowup Report option You can further refine the report using the other report options 109 Reporting 12 29 03 1 31 22 PM New Life Cell Church Pees Follow up Report Active Followup Members and PreMembers Phone 222 222 2222 WorkPhone 222 111 1111 District 1 Date first visit 01 01 96 Date joined 02 01 98 1 01 02 98 HorreVistt Interested Address 11212 Dogwood Ln Zone A How heard about Advertisement 2 Section 1 Follow up from Info card 3 Cordova mu 38018 Follow up sponsor Pete Maxwell d EMail www horretirre org DecisionType Joe is interested in starting an outreach group to help people make small repairs to their houses Mem ber Steps Completed Classes Attended 01 01 1996 1 Water Baptism Com pleted 01 16 1999 Discipleship 101 1 Building Foundation Attended 02 01 1996 2 Christianity 101 Com pleted 01 23 1999 Discipleship 101 2 Pray Effectively Attended 03 01 1996 3 Encounter Retreat Com pleted 02 16 1999 Discipleship 101 3 Studying the Word Attended 02 16 1999 4 Discipleship 201 03 16 1999 Discipleship 101 4 Walking in Faith 5 Discovery Serrinar 04 16 1999 Discipleship 101 5 Overcoming the Eneny 6 Leadership 301 05 16 1999 Discipleship 101 6 Releasing Hurts 7 Champions Retreat 02 01 1996 Christianity 101 1 Christianity Attended To print a Consolidation report which is basically the same information but in a tabular format so that you can total the contacts and member steps at the bottom to analyze your succ
129. m reports See the chapter on Views for more information on selecting data See Report Styles in the appendix for more information about designing the report content 130 Reporting Mail Merge Excellerate allows you to easily create mail merges with your word processor Basically Excellerate will export your current view to a text file or access database This file is then used by your word processor to merge with a document When you select Mail Merge under the reports menu you see a screen similar to the following MailMerge EN This will create a temporary database for you to use with your word processor s mail merge feature M Current View All Members Exclude this MailCode N Export Member F amily Each Member sti Export f Access Database Text File Quoted amp comma separated Map field names using Je projects excellert 2 default map E Change View Cancel Help Since we are in the Member module we have the choice of excluding certain mail codes and we could limit the records to one per family instead of each family member Select output format Exporting You can also choose what format to export the data Access format would probably be preferable but some older word processors may not recognize that format In that case use the text format When you hit Create Mail Merge Database Excellerate will ask you for a filename then export your view
130. m the Member Address or Cells tables that you want required This option requires PREFERENCES security 163 Utilities and Preferences Update Cell Meeting History See Updating Cell Meeting History in the chapter on Cells Enter Church Attendance See the chapter on Church Attendance Setup Wizard The setup wizard can be run to re configure many of Excellerate s options This will change your divisions picklists and member steps See the Getting Started chapter for more information Flex Fields Flex Fields are user definable fields that can actually be added to the Excellerate database These fields can be added to the member cell class or organization edit screens and positioned by simply dragging them into place These fields are great for information that you want to keep track of that doesn t quite fit into the existing fields You can also designate whether your new fields use picklists or not Since these fields are added to the database they can also be used in views reports and even exported to your website for use with Excellerate s internet integration Your flex field definitions can be imported and exported so that you can add new groups of fields that may be offered by our support staff or even other churches Adding Flex Fields To add flex fields use the Utilities Setup Flex Fields menu option You will see the following screen 164 Utilities and Preferences Use this screen to setup use
131. members attendance history The Cell Members tab allows you to see the cell members that belong to this cell along with their member development information As you choose different members on the left side of the information tab their member steps or classes appear on the right You can choose Member Steps or Classes to view on the right Cell Members Activities Member History Cell Meetings Cell History MemberType MembeName Phone DateJoined E Member Carruth Yaney 225 529 5120 10 23 1998 Member Corona Tammy M 123 456 7890 06 30 1998 Christianity 101 1101 1998 Compl gt Member Cox Anita 123 456 7890 06 30 1998 LI Encounter Retreat Member Dessen Beth 225 775 5995 10 15 1998 Discipleship 201 Member Dossey Mary 225 775 5995 10 14 1998 DiscoverySeminar S Member Faust Thomas 123 456 7890 06 30 1998 ls Be You can jump to a cell members screen by double clicking their name To add new members to this cell simply hit the add button while viewing the cell members tab To delete a cell member you could use the delete button or you could move the cell member out of this group By moving members you can give a reason for the move 49 Cells To move a cell member highlight that member and hit the Moves button in the cell edit screen Cell Member Move EN Membe Cox Anita z Moving FROM cell IA z Moving TO cell z
132. mizing these settings see the section on Picklists later in this chapter 17 Getting Started Setup Wizard i x Member development steps Excellerate can track the steps your members go through on their joumey to becoming leaders Based on the model you chose the default steps are shown below This screen defines the member development steps that you expect your members to go through Choose Customize to modify these steps For help on customizing these settings see the section on Member Steps later in this chapter Picklist values You can choose the values of most of the picklists in l This Picklist screen allows you to customize the other picklist values See the section on picklists later in this chapter for information on customizing the picklists 18 Getting Started Setup Wizard x School of Leaders If you are implementing the School of Leaders aspect of G12 you can install Excellerate s School of Leaders module which allows for more efficient and detailed tracking and reporting of the SOL classes ou can install the module at a later time IV Install School of Leaders Module lt Back If you chose G12 cell model you will have the option of installing the School of Leaders module This module allows more detailed tracking of information for Post Encounter and School of Leaders classes This module is implemented using flex fields which allows you modify the
133. mple gi2 mdb File Edit View Reports Contributions Options Utilities Help PORES ESE ESC ielL__Classes _ All Classes letz laleg Ge En EE gie tier nub Sesorel D d Consolidation Training Kristi Maxwell Church meeting room Wednesday Nights 7PM 4 Peo4o1 Pe Pete Maxwell E 2 PreEncounter Terry Landry Rear Auditorium Wendesday night 7PM 5 SOL0401 1 Pete Maxwell 6 SOL0401 2 Pete Maxwell 7 SOLO401 3 Pete Maxwell New Life Cell Church Excellerate can track two different types of classes Traditional classes made up of multiple sessions allowing members to sign up for all or some of those sessions Or if you installed the School of Leaders Module you can track Post Encounter School of Leader classes These classes track more details relating to the G12 Post Encounter or School of Leaders These classes have a fixed number of weekly sessions 10 so sessions do not have to be manually set up for these classes Also tracking attendance can be done my simply checking the appropriate week number To add a new class hit the add button on the right side of the toolbar To edit or delete a class use those buttons as well 73 Classes Traditional classes Class Information loj x jClassf School info l Traditional Class Leader Maxwell Kristi m v Notes Save C PostEne School of Leaders Church meetingroom IS d Where Meets Church meeting room Associsted Member Sep ance al Class Name
134. mply clicking the add button in the cell member associated information tab and picking the member from the picklist You can also enter any activities that this cell is involved with 56 Cells Editing Cell Information To edit a cell record simply double click it press enter or use the edit button Once you ve made your changes save them with the Ysae save button or cancel your changes with the cancel button Deleting Cells There are two methods of deleting cells If the cell was entered by mistake or you do not wish to keep any history of the cell and wish to delete it use the button from the cell browse This will remove the cell from the database If you wish to delete the cell but want to keep history on it or it is really only going to be inactive for a period of time before re activating it then inactivate the cell by choosing the inactive status within the cell s edit screen Assigning Members to Cells Members can be assigned to a cell group from either the member edit screen or the cell edit screen To add a cell member from the cell edit screen choose the cell members associated information tab and hit the E button to add a new cell member Cell Member E gt Member of Cell 1 4 1 4 Member D Date Joined jor 2672000 Make this their Primary cell Cancel From this screen simply choose the member you wish to add to the cell from the member picklist The members must alre
135. n can be re arranged to show different columns These columns can be moved around and re sized to meet your needs The column arrangement will be saved for the next time you use the program To move a column drag the column header with the mouse To re size a column drag the divider between column headers If you shrink a column all the way it will be removed from the view To return you column arrangement back to the default right click a column header and choose restore default columns See Browse Columns in the appendix for more information Views A view is basically a subset of the records for a particular module Views allow you to look at the records your interested in This can make working with the database much easier because you are only looking at the information relevant to your task Views can be quickly selected from the drop down list in the middle of the toolbar Excellerate 3 0 C Program Files Excellerate3 sample mdb File Edit View Reports Contributions Options Utilities Help TIMES ESE aS CIE Members AiMembers SE delt Jade Jee ss JW Age Range Member Adams BAI Members Member Adams Anniversaries for Month Hanba Adank 5 Anniversaries in date range e Birthdays for Month Birthdays in date range Businesses Member Adams Member Johnson Views are not only for viewing information but for reporting as well This can be very powerful when combined with the reporting and mail merging capabilities of Ex
136. ng the harvest The consolidation process includes tracking and following up on new converts from salvation through the encounters This all starts with entering their contact information into Excellerate and assigning them to a consolidator or follow up sponsor Now consolidation assignments can be distributed via reports or email and the responses collected for evaluating and measuring our success The steps are Assign the new visitor salvation to a consolidator using the follow up sponsor field in the follow up tab The option for assigning divisions of the sponsor should be checked in the advanced options screen so the visitor is assigned to this sponsor s divisions Email all of the sponsors by using the Consolidation Follow Up Request email custom report This will email each sponsor with the contact information of his follow ups 133 G12 Specifics Print the Follow up Consolidation reports for the sponsors without email Track the results of the consolidation with the contact fields in the Follow up tab As the consolidators turn in their results either by report or email update the contact fields for those follow ups If you are using the web integration this information can be entered directly by the consolidator over the web Track the encounters using the member steps tab Track the details and attendance for Post Encounter using a Post Encounter class Measure the success of the
137. nt to change their passwords occasionally This can be done from the Utilities menu option You must know your current password in order to change it When entering a new password you must enter it twice to be sure you typed it correctly Set Database Password This option allows you to specify a password for the entire Excellerate database This password will protect your database from being opened from another program such as Microsoft Access unless that user knows the password When you set a database password Excellerate will still be able to open the database without prompting your users for the password Only when an attempt is made to open the database from any other program will you need the password If you are setting the database password for the first time you will leave the current password blank and only specify a new one When you set a database password in Excellerate it will be converted to all uppercase letters so if you want to open the database with another application remember to use all uppercase When setting a database password Excellerate makes a temporary copy of the database so be sure you have enough disk space available to hold the temporary file Also no other users can be using Excellerate when you change the password Remove Members When you delete a member in Excellerate the member record is still in the system and can be viewed by viewing the Deleted Inactive members This is so that history can be
138. nter 12 29 2003 Completed BR sov2 Re Encounter soL xl Curent Level 1 D Graduated Date Post Encounter School of Leaders Current Schoo SglBEIOp School Started Class Fee Check Book Fee Check wk 1 2 3 4 5 6 7 8 9 10 Others Final Work Complete PostEnelPEDAOT nmn 10 Cash Gs MMMM ME Mw ww PT fe k Levelt soros vant TTT UCU PPP ef rr EE RW ITT T URRRNRRRNRHRNRNRNRR he Ep RW TITTEN WR To assign this member to a School of Leaders level 1 class select the correct class in the Current School field and then specify the Current Level This will automatically set their Level 1 school and starting date Once members have been added to this class attendance can easily be tracked from either the member module or the class module by simply double clicking the appropriate week columns The members completed field and the class s completed field must match for Excellerate to show the correct list of students for a class If the class is has not been completed yet Excellerate uses the member s Current School field to find it s students If the class has been completed it use the other school fields for the appropriate class level These classes track students by the class name not the class ID as in traditional classes so the class name and the student s school name must match for them to 77 Classes be in the class When you change a class name Excellerate will automatically change all of the s
139. nternet Integration Using EMAIL To send an email you must be in one of the people modules members pre members or pastors Simply highlight the member you wish to email and hit the email button on the right side of the toolbar The email screen will appear with that person s email address entered if they have one Otherwise it will be blank You can also send an email for a member within their member edit screen by hitting the Email button next to their email address loj x ET 0 Sy tea EI Ms Sane Sent f H r e z u fe ss a Hel Close ws b a s i O OO OOOOO ce sc f _ Subject Message IT Force Plain Text J Insert HTML source To select other members to include on this email use the To or CC buttons This will bring up a screen that will allow you to type in additional email addresses choose other members or to select the current view of members Addresses can be added to the To CC or BCC list by using the appropriate buttons Email addresses in the BCC list will not be seen by the other recipients of the message When sending emails you may want to send them from your own personal email address so that when a person replies you will receive it in your email program Or you may want to send email from the church main email address You have the option of choosing which email address the message will be from by selecting either your o
140. ople it would be better to modify one of the Member report styles rather than creating a custom report Always check to see if you could modify an existing or create a new report style before deciding on building a custom report 125 Reporting The Follow up Email custom report is an example of how a custom report can report on a wider range of information In this example it is reporting on both members and pre members combined and then emailing the information to follow up sponsors El zo le el 4 re e fee giel al os Gel EMAILTO joe adams church com Please follow up on the following individual Adan West Home Ph 111 222 4444 100 Cordova Drive Work Ph 111 222 3333 e mail adam west com Cordova TN 38018 Marital status Married Gender Date name was received 02 02 99 Name came from Info card Responded for Comments Contacts Date Type Action Taken Response 1 02 03 99 Phone Interested 2 3 4 Page 2 of 4 126 joj x Reporting If we hit the Modify button we can see the layout of the report Report Editor C projects exceller12 UR_Followup Email QR eg a aal ss el owe foe dow IT Pgheader Title TI Colheader V Detail T Summary f Pg footer 1 2 D 4 D DH sa imens BEER T T T ira tha 1 Please follow up on the following individual in tu H Queryl Firstn Pueryl Lastname Home Phi Eopy Query H Buer Adr Pork PRI Copy Query w Queryl adarZ p mail
141. or example you would create a Control cell group for district 1 by setting the District field Div1 to 1 and the other fields Zone Section to blank Also set the Type 51 Cells field to Control Then assign the district 1 pastor to be the leader of that cell Next you would create a Control cell group for Zone 1 A by setting District to 1 and Zone to A and assign the zone pastor to be the leader of that cell Now to show that cell 1 A is under cell 1 set cell 1 A s Organizational Parent Cell to the district cell 1 You would also create a cell 1 B and set it s Organizational Parent Cell to district cell 1 You would continue in this manner until you get to your actual cells which would be placed under the section control cells By setting the cell s parent field you are placing it under another cell Remember control cells are for district zone section and cells that do not have any members To make a cell a control cell you set the cell s Type field to Control Control cells do not meet and do not have any members These cells will not appear on weekly meeting total reports In the following example we have created these control cells in district 1 District cells 1 Keith Neal 2 Erin Rushing 3 Bob Taylor Zone cells 1 A Peter Johnson 1 B Adam Jones 1 C Joseph Phillips Section cells 1 A 1 Joe Adams 1 A 2 1 A 3 Now we can assign real cells 1 A 1 A 1 A 1 B 1 A 1
142. or 100 PCX etc Excellerate can read the following formats PCX BMP TIFF and JPEG file formats For TIFF and JPEG use the following file extensions TIF or JPG When acquiring member images with a scanner or digital camera save them in Excellerate s pictures directory Report Styles Report styles allow you to choose different styles or layouts for a report For example a Member list report could look like a mailing list or a contact list or even labels To create a new report style choose the new button on a report screen that uses styles You see the report editor screen with a default or blank report style 181 Report Editor OF x Celal alala la oaa all d I Pgheader V Title V Colheader V Detail Summary Pg footer bag w MasterTable Name TITLE d VIEW Member MemberQuery Last MemberQuery First Memb Member MemberQuery Ho The report editor screen allows you to Choose the layout for your report Choose the data to include in your report Place text shapes data fields on your report A report is made up of several different horizontal bands A band can hold text labels data fields or shapes and appears on specific parts of the report The Page header band is printed at the top of each page The Title band is printed on the first page only The Column header band is printed on each page before the list of records The Detail band contains the fields for each record that i
143. ord or not If you do want to import it place a check in the module that it should import into To skip the record remove any checks 145 Internet Integration Member changes requests will also appear as EDIT requests Those can be skipped as well Any requests to add a new cell member will be processed by adding the person to the database but not to the cell These must be done manually but all of the information will have already been entered You simply need to print the update screen then go to the cell group and pick the new cell member from the picklist Any errors that may occur during this update will be listed and can be printed for your reference Re processing a file If for some reason you need to re process a file that had errors or was skipped you can do so by hitting the Re process a file button This will allow you to open the file and process it again The files that were downloaded from the web are backed up in the UPDATES folder within your Excellerate folder so you will want to navigate to that folder to find the files If you find it necessary to edit one of the update files due to a data entry error it is possible but be careful not to alter the format of the file The files are plain text files with tab separated fields and can be edited with notepad or some other text editor if necessary Data Updates from other sources Member updates can be imported from other sources besides the web site as long a
144. ork much like a web page with links to related information Remember Any information that is underlined blue can be double clicked to jump to that edit screen 30 Pre Members Members and Pastors Chapter 4 Pre Members Members and Pastors The Member Pre Member and Pastor modules all use the same information screens with a few differences Pre Members are the people you are interested in following up with or mailing out marketing information to These may be first time church visitors or an area of your city that you may be targeting Pre Members contain all of the same information fields as a member because at some point you are hoping to move a pre member to the member module The main difference between pre members and members is that pre members can not join cells classes organizations or use other associated information tabs They can have family members and follow up information Pre Members are actually stored in a separate table to avoid slowing down access to member information At any time you can transfer a pre member to the member module Use the Al button or the F4 key to select the Pre Member Module Pastors on the other hand are exactly like members except the Pastor Field in the Member record is coded with the type of pastor Pastors are members and are stored in the member table along with other members The only difference when you select the pastor module is that your view is automatically setup to show
145. otals for the batch one record for each account These exports might represent deposits being made to a checking account and can be imported into your financial system The second export is the account export This will export the current account totals for all of your accounts You may choose which total to export such as week month quarter etc Currently Excellerate exports in text format or Quicken QuickBooks QIF format When exporting to Quicken Excellerate will use the information in the account s Other Account Info field as the Quicken category to post to If using some other financial software this field may be used for a similar purpose such as general ledger account numbers Resetting Contribution Totals If you ever experience a power outage or other computer problem during contribution entry you may find that a member or account total does not match the contributions entered in the system If this happens you can use the reset contribution totals menu option which will cause Excellerate to go through all of the contributions and recalculate each members totals and the account totals Removing Old Contributions Excellerate can store years of contribution data even after all of the reporting has been done for those years This allows you to continue to report and analyze giving history for those years Although it is convenient to have that data on hand you may be able to improve performance in the contribution module by
146. ou have set up 91 Contributions As you select members their name and address will be displayed directly below the input fields so that you can verify this information You can also add or change members on the fly by using the relevant buttons or double click the underlined member name or address to jump to that member As you enter contributions for this member they will appear in the Posted for this member window This window shows all entries posted for this member in the current batch You can change any one of these by clicking on the entry The distribution window in the bottom left will show how the contributions for this member were distributed into the different accounts For example if a member gives 400 where 300 is designated for the general fund and 100 for missions you will see the total contribution for the member then the 300 and the 100 in the distribution window Notice the Pledge window on the right side of the screen This window lists any pledges for the selected member If the pledges are active their dates are current you can use the Post using pledges button to post these amounts as a contribution When you are done entering contributions into the batch use the Done button This will exit the entry process and take you to the batch screen Editing a contribution From the batch screen you can add edit or delete contributions To edit simply double click the contribution or highlight i
147. out of children s church Adding Members To add a new member to the system simply Dress he E add button or hit insert while viewing the member browse When adding new members there are 40 Pre Members Members and Pastors several Required Fields that must be entered before you can save the entry You can specify which fields are required fields in the Utility menu For new members of a new family you do not need to select a family The program will automatically create a new family entry for you Adding Family Members While adding a new member you can quickly add another family member by clicking the button for the family members tab This will save your current member and add a new record with the last name and address already filled in Your cursor will be placed in the first name field ready for you to continue The other way to add a new family member is to add them as described in Adding Members above but this time select the family they belong to by using the family button All family members by default share the same address Any changes to the address will be applied to all family members To specify a different address for one of the family members you would use the split address feature See Member Addresses above If you ve made a mistake and assigned a member to the wrong family simply edit that member hit the family button and select a new family You can also remove a member from a family by
148. overy Seminar 5 True Leadership 301 6 True Champions Retreat 7 False Add Step Change Step Delete Step z Assign all auto steps to each member Cancel Help The Member Steps option allows you to enter the Steps or Levels a member may go through in their spiritual development process These are milestones in a membere development so a class may be a step even though there is another module for entering more details on each class Whether your church has a highly defined system of discipleship classes or one that is more open ended the Member Steps option will be useful You may add steps at any time to this list You may also designate different steps as Auto Load steps All Auto Load steps can be loaded for a member at once so that it is easy to see which steps have been completed and which steps have not 22 Getting Started Member Profiles The Member Profiles option is where you enter a list of all possible attributes that you may want to keep for members These are typically things like hobbies talents or interests but can be used for any purpose Member Profiles EN Code Description e Clerical Clerical Interest Computer Computer Interest Cooking interest Electrical Interest Add Profile z Music Interest Change Pond E Nursery Nursery Interest z Sewing Interest Delete Profile Gardening Interest afl Cancel With member
149. password Cancel Help Setup Wizard The login screen prompts you for your User ID and password The default User ID is MANAGER and the password is SETUP The logon prompt shows you the database that you are logging in to If you wish to log into a different database you can hit the button which will prompt you for a database If this is the first time logging into this database the Setup Wizard will start and walk you through a quick and easy configuration process 16 Getting Started Setup Wizard x Small group structure Excellerate can support any small group model To help pou get started choose a model that most closely resembles your small group structure You can customize this structure at any time Small group models C 5X5 Distict Zone Sections EE G12 Networks 13 1 A C Free Market or Other User defined The first screen asks which type of cell model your church most closely resembles This will setup the cell structure and naming for that model If necessary you can make adjustments to the default structure Setup Wizard EI Divisions Dist Newok Men Women Youth Cr Diva The12 for 12 z Div3 The144 for 12 z Div4 The1728 01 12 v Ss The Divisions screen defines the possible picklist values for the cell structure naming convention The values will be defaulted based on the cell model chosen and can be customized here For help on custo
150. pecify not to report for that mail code here Just specify the code to exclude from the report If you are printing mailing labels for your members and you don t want to send the same mail out to the husband wife and children of a family you can choose one of the family options for your report By choosing one of the family options only one label per family will be printed The way the label is addressed depends on the family option you choose For example you could choose Family Mr and Mrs Last name or The Lastname Family etc Member Development Report The Member Development Report shows your members progress through the Member Steps and Classes It is useful in seeing how far along they ve come in their development process This report can be printed for the current member or the current view of members Member Counseling Meetings Report The Member Counseling Meetings Report lists details of your members counseling sessions or meetings These could be prior or future meetings You can specify a specific counselor if desired and the meeting date range to print This report uses report styles which can be modified to suit your needs Counselor s Report This report is very similar to the Member Counseling Meetings Report except that the member report is grouped by member and this report is grouped by counselor This is helpful for a senior pastor to review the meetings of his counselors Again this report can
151. person attends using the check in barcodes If you want to track the check outs as well then you would scan the check out barcode as the person leaves You do not have to use the check out barcodes if you are not interested in time in and time out Once the barcodes have been scanned place the scanner into its cradle and use the File Import Church Attendance menu option 177 Utilities and Preferences x Service Iype S Scanner Type Symboics2000 Port com d Date of service 05716 2002 Bl Time ofeewicef x Attendance data Read scan data Import Attendance Close From this screen choose the service type for which you want to import then select your scanner Currently only the Symbol CS 2000 is supported Select the COM port that your scanner cradle is connected to Also enter the date of the service as well as the time if you are interested in tracking the time You may leave the time blank Next hit the Read scan data button to read the scanner You should see the attendance data listed in the window If you do not see any attendance data then either the scanner is empty or the scanner is not connected correctly to your computer Make sure the COM port you chose is the correct one After the attendance data appears hit Import Attendance to import that data into Excellerate You should now see church attendance records in the member s edit screen and should be able to use views and re
152. picture assigned to this member See member pictures in the appendix for more information on assigning pictures Member Type The member type is used to classify the member These types can be setup by the user Pastor Type Pastor Type designates this member as a pastor The pastor types can be setup using the picklists menu option Mail Code Mail Code allows you to assign a code to the member These codes can be excluded from mail outs You can use any code that is meaningful to you Typically N would be used to designate that this member should not receive any mail outs 34 Pre Members Members and Pastors Envelope The Envelope Number field allows you to assign a contributions envelope number to the member so that their contributions can be entered by simply looking up this number as opposed to searching for their name Envelope is one of the quick search fields available in member searches Comments The Comments field can be used for recording any comments or other information for which there is no specific field You can enter as much information in this field as you wish The Comments field automatically expands when you place the cursor in this field to allow you to see more information When you go to another field it shrinks back to its original size Comments can also be included on reports User1 4 The user fields can be renamed in the preferences option to any other item that your church wants to track for it s members
153. ports to analyze the information 178 Utilities and Preferences Importing Post Encounter School of Leaders Attendance with Barcodes Class attendance for the Post Encounter School of Leader classes can be tracked using barcodes The process is the same as for church attendance which is to print out the barcodes using the included report style SOL sign in sheet with barcodes then as the students attend the class scan the barcode next to their name on the sign in sheet Other styles could be created such as bar coded name tags etc The barcodes will contain the MemberID and the ClassName so you can scan several different classes at the same time When creating new barcode report styles the barcode field must be BARCODE 15 STR MemberQuery MemberlID MemberQuery FF_CurrentSchool Once the names have been scanned connect the scanner to the Excellerate computer and use the Import bar coded attendance option in the File menu You must select the week that you are importing Import Attendance x Attendance Type soL Attendance X Week E Scanner Type Symbol cs2000 X Port comi e Date of service fi 2 29 2003 ml Time of service Attendance data a EI Read scan data Import Attendance Close 179 Utilities and Preferences Next hit the Read scan data button to read the scanner You should see the attendance data listed in the window If you do not see any a
154. r definable Flex Fields for the member or cell modules Once the fields have been cteated they can be positioned within the Member or Cell screens by right clicking a field then dragging into place Be Add Field Foren Delete Field Import Export Close j Hit the Add field button to add a new field Flex Field xi Tab Order fe Name Field Type Lenath pe E H emm gem GC j p ak r emt Pr Module specifies which module to add the field to You can choose members cells classes or organizations Tab order allows you to specify the order in which you tab through your fields Enter 1 for the first field 2 for the second etc You 165 Utilities and Preferences may leave this field blank Next choose a name for your new field All flex fields must start with FF_ so if you may have a field like FF_SchoolName Next choose the type of field Text Number Date Currency Yes No Memo For Text fields you will also need to specify the length 1 255 for the field If the field will need a picklist choose the picklist type Use F for a forced picklist which means that the entry must come from the picklist only Use O for an option picklist which allows other entries besides the values of the picklist Use N for no picklist Entries for these picklists can be added in the Options Picklists menu just like other picklist values The next section allows you to specify a title to appear on the screen for the f
155. r zone was doing as a whole This is done by un checking the Graph individual cells and entering our cell selection criteria This graph can also be accessed from the H button in the cell browse 64 Cells The Cell Tree A Better View of Your Cell Structure Once you ve entered your cell groups and assigned their parent fields you will be able to get an overall view of your cell structure by using the cell tree The cell tree list your cells in an outline or tree diagram similar to that used by Windows Explorer Cell Tree 13 cells f loj x 7 EE Pastor s Cell Pete Maxwell E 1 District Kieth Neal E 1 4 Peter Johnson E 1 4 1 Woe Adams SS 1 4 1 A Tina Adams 808 1 4 1 B Terry Landry EN 1 4 1 C Joe Adams 8 9 1 4 1 D Mike Williams 1 B Adam Jones t 1 C Joseph Phillips 2 District Erin Rushing 3 District Bob Taylor Sunday Service Pete Maxwell 2 Cell Group with other Leader of Leader over Legend 833 Cell Group es groups below it 4 Cell Member S Cell Leader Gitar eal a division Double Click to go to group member Organizational PightClck EE Poon chig cetsnt Bol wen potter ST EB el zl The cell tree will show all of the cells in your current view and how they appear in your cell organizational structure The cells that fall under another cell are underneath and indented You can collapse and expand different sections of the tree to focus on different areas b
156. raves 1 14 99 1 00 00 PM Nursing Home SouthHaven Retirement Ctr Indicate any of the following below Idem Intern2 Intern3 Do not include the cell leader in totals Carruth Yaney 225 529 5120 o Corona Tammy M 123 456 7890 go Cox Anita 123 456 7890 TT Dosser Beth 225 775 8995 _ TT Dossey Mary 225y775 5995 O Faust Thomas 123 456 7890 o Fleming Jewell 225 554 4005 o Haddox David Wayne 123 456 7890 O Maggio Steven Keith 123 456 7890 go Pace Walter AlSam 225 573 4271 O Smith Linda 225 775 2440 Oo Zimmerman Wilmot 123456 786890 m Zito Judy 225 557 3102 O TOTALS Salvations L Chien Members C Visitors Total Present Geste Evaluations Testimonies Problems NEXT WEEK MEETING INFO Day Sun Mon Tue Wed Thur Fri Sat circle one Location 114 Reporting Another style of the cell leader report listing the member steps is useful for consolidation in the G12 model New Life Cell Church Celi Leader Report Form Cell Type Leaders 12 Cell Leader Network Pete Maxwell Pete Maxwell The 2 Cell Men Thee Meeting Date Zeg Sun Mon Tue Wed Thur Fri Sat Orcle one Inthe empty circles ahove record howmeny minutes each activitytookto complete Adams Joe 222 222 2222 PE Johnson Peter 555 555 5555 Jones Adam 111 589 7893 Landry Jimmy 222 222 2222 Landry Terry 111 369 8569
157. removing those old contributions The remove old contributions option allows you to first make a copy of your current database to a backup file then to delete contributions for previous years that have already been reported This way the size of your current database is reduced improving performance and you can always open the backup copy of the database to access the removed contributions After removing the old contributions it is a good idea to run the Reindex Compact utility 95 Contributions Removing Old Locks Once again if you experience a power outage during contribution entry you may find that a batch is left in the In use state preventing anyone from working in the batch If this happens you can use the remove old locks menu option to remove any database locks left open Make sure no other user is logged into the system when you do this 96 Views Chapter 10 Views What are Views A view is basically a subset of the records for a particular module Views allow you to look at the records your interested in This can make working with the database much easier because you are only looking at the information relevant to your task Each module has its own set of views For example the Member Module will have views relating to members as in the following Select View x Change Layout members 7 7 Mp Default View All Members C My Current View All Members G SavedView Descipiog OOO o y O Ee E
158. rict The Cell extended field would be blank unless you wanted to make it clear that this was a district cell by putting the word District in the cell name field The cell extended field identifies this cell within the given division hierarchy This can be a letter number or up to an eight character name The actual name of the cell will be the combination of the division and cell extended fields unless you chose not to use the divisions as the cell name in the preferences screen Then the cell name will appear as just the value in the cell extended field Here are some example cell names 5 A 1 B MyChurch 5 A 1 B 5 A 1 Teens Chicago East 1 B If you choose not to use the divisions in naming a cell then you may designate a simple name similar to the following Kevin s Teen Life Singles Remember if the cell is a district zone or section cell and does not have any members it s type field should be set to Control so it will not ask for meeting totals or show up on weekly reports Also assign the cell leader by choosing a member from the picklist Again if this is a district 1 cell the leader would be the district 1 pastor and so on Next assign the cell s Organizational Parent field by picking the parent from the drop down picklist This parent may be a district zone or section cell or in a G12 structure it may be any cell that this leader belongs to Now you will add the members of the cell This is done by si
159. rict Zone Section etc Some churches may include Congregation or City as one of their divisions In this example we are using District Zone and Section We will explain more about using these fields in the section on Adding Cells The values for the division fields can be chosen by using the picklists These picklists are defined in the picklists menu option 46 Cells Cell extended The Cell extended field is used to further identify the cell with either a descriptive name or the leaders name or to continue the divisions past 4 levels For example in a large cell church if you had a cell called 1 A 1 B 9 D the division fields would hold the 1 A 1 B part and the Cell extended field may hold the 9 D This field is either the last part of the cell name if your cell options are set to use divisions in the cell name Or this field will be the cell name if not Status This field indicates whether the cell is Active or Inactive You may want to inactivate a cell for a period of time and then re activate it later When the cell is inactive you will not be able to record meeting totals for it and the cell will not show up on your reports This is useful for student cells that only meet during the school year Inactivating a cell is better than deleting it because you don t loose any history The cell remains in the database but is hidden from most cell maintenance functions Type Sub The Cell type field lets you classify
160. rious types of contributions that you wish to track The default types are Cash Check Credit Card Money Order and Other You can set up these types using the picklists menu option and choosing Contributions Type for the field Summaries can be printed on the various contribution reports showing break downs for these different types Contribution Accounts Funds Contributions can be posted toward any number of different accounts or funds For example you may want to designate contributed money for a certain purpose such as missions a building project or a general fund Then as contributions are received they are totaled into the different accounts so at any time you can see how much money your church is receiving in these different areas Each account records a weekly monthly quarterly yearly last year and beginning to date totals To view the contribution accounts go to the contribution module by using the contributions button or by hitting F10 In the contribution module you will see two areas The top portion lists the contribution batches and the bottom portion lists the accounts To add edit or delete an account use the add edit or delete buttons in the bottom portion of the screen Edit Contribution Account E Account Code Description General Fund Other Account Info er BegnDate EndDae Week To Date 0 00 Year To Date 0 00 Month To Date 0 00 Last Year 0 00 Quater To Date 0 00 Beginning To
161. rted Zip Codes The next setup step to complete is the zip code table Postal Codes E Zip 123742 Cordova City Nashville Bartlett State m Germantown Add Code Delete Code Cell Divisions District fi Di Zone Ja Di Section E E Assign divisions to all members vi Cancel Help By entering the zip codes your church anticipates using along with their corresponding city and state Excellerate can automatically enter the city and state for you when pre members or members are added to the system The program can also automatically assign those members to a specific division not a specific cell based on their zip code This may for example prove helpful in assigning people to follow up with first time visitors to a church service The visitors zip code would automatically put them into a division and someone from that division could maintain contact with them Although they may not remain in that division upon becoming members they have a point of contact from the church that is specific to their area H3808 TEDE 38020 mo EI Simply hit the Add Zip button to enter a new zip code and the corresponding divisions You may also add zip codes as you use the program during member entry 21 Getting Started Member Steps Member Steps is also accessed from the Options menu List of Member Steps E E Encounter Retreat Discipleship 201 4 True Disc
162. s This number reflects the number of members signed up for this session of the class As a member completes the session this number is decreased The bottom half of the screen lists the current attendees for this class When a member completes a session of the class they are removed from this list of current attendees and can be seen by selecting the Show Past Attendees option 74 Classes To add a member to a class simply hit the add button in the attendees tab rt RR Session fi Building Foundation OI Note Date amp Time E 6 1999 12 00 AM Attended Assign to all sessions Cancel From this screen you can choose the member to add to a specific session or you could add the member to all sessions of the class by using the Assign to all sessions button If a class session has already been assigned a date and time that information will be filled in automatically for you If the member has already attended this class or session check the Attended box As members complete each session of the class you can simply double click their record in the Attended column This will change their status to Attended for you and remove them from this list of current attendees You will still be able to look at the members screen to see the classes and sessions they have completed but this screen will only show current or future attendees Adding members to classes can also be done from within the members screen The R
163. s htm HTML template the layout of the report exwr_Cellsummarybydate htm HTML template the layout of the report exwrcellsummarybydivs htm HTML template the layout of the report Cell Searching exclsrch pl Script for searching for and listing cell groups exclsrig htm HTML form for searching for cell groups exclisrch htm HTML template for what the cell list looks like My Information My Follow ups exinfo pl Generates info screens and processes the submissions exfollow htm HTML template for the layout of the My Information form exmyinfo htm HTML template for the layout of the My Follow ups form Data Files exbusy txt Flag file telling scripts we re uploading data exmaster txt Excellerate s master table uploaded to web site excells txt Excellerate s cell table uploaded to web site exclmems ndx Excellerate s cell member IDs uploaded to web site exclhist txt Excellerate s cell history uploaded to web site exmembrs txt Excellerate s members uploaded to web site exmembrs ndx Member ID index file for faster access to exmembrs txt exupdate txt Data updates file containing member changes exwr_followup_index txt Sponsor Follow up cross reference file exwr_picklists txt Picklist values used in Excellerate website map Map file listing which fields to send to the web site 154 Internet Integration EMAIL Excellerate has the ability to send email to your members and pre members You can send emails to an individual m
164. s printed The Summary band is printed at the very end of the report The Page footer band is printed at the bottom of each page The Band toolbar allows you to select which bands or sections to include on your report IT Poheader I Title IT Colheader Detail IT Summary Pg footer 182 Appendix Simply check the bands you wish to include in the report and they will appear in the report editor Careful When you uncheck a band it will remove the band and all items contained in the band Child Band One other band type is available when you have a detail band on your report If you select a detail band you will see an option in the toolbar called Has Child This indicates whether or not the detail band has an attached child band A child band can be a band that contains fields from one of the associated tables in which case the band will repeat for every associated record for that particular member For example if the detail band was reporting member information such as name phone etc you could add a child band that could list each of the members profile codes or member steps etc Group Bands The other use for a child band is to group To set up a grouping give the detail band a child band Then select the child band In the toolbar you will see other options to specify if this child band is the Header or Footer Choose Header and you will then see the Group Expression field appear This field
165. s the file is in the same format The Data Updates screen can be accessed from the File menu then Import Data Updates The Data Updates file should be in the following format with each line containing the following All fields are TAB separated COMMAND MODULE MEMBERID DATA COMMAND ADD EDIT or DELETE MODULE Members or PreMembers MEMBERID The field value pair MemberlD 0 for new records or the actual ID if editing a record DATA Any number of field value pairs tab separated Here is an example file ADD Members MemberID 0 MemberType Member Lastname Adams FirstName Joe ADD Members MemberID 0 MemberType Visitor Lastname Smith FirstName Bob EDIT Members MemberID 1234 Addr1l PO Box 1401 EDIT PreMembers MemberID 363 MemberType Visitor 146 Internet Integration Example weekly web integration steps Use the Retrieve from web button on the web integration screen to retrieve any cell meeting results that may have been entered Cell Meeting Results will be processed automatically but any member updates need to be approved in the data updates screen Any new cell members will need to be assigned to their cell groups manually Use the View cell meeting screen button to view any meetings that may have been retrieved from the web Meetings from the web will appear on the left with a red w next to the date of the meeting If you see wl this means there are comments t
166. s this information in determining which students to show in the Attendees tab Also in the main list of classes completed classes will be sorted toward the bottom of the list When this field is checked it can update all of the current student records as completed as well Again the Associated Member Step field tells Excellerate that this class corresponds to one of the member development steps and that when this class is completed that step can automatically be updated in the member s record The Scheduled Class Sessions window is disabled for these types of classes since they are fixed at 10 sessions 76 Classes The starting and ending enrollment is useful for determining the retention rate of these classes The starting enrolment must be entered manually but when the class is completed it can automatically record the ending enrollment Adding members to a Post Encounter School of Leaders class must be done from the member screen in the Member Steps tab From the member screen you can see a complete picture of the person s class history and requirements before assigning them to a new class Cell Groups Cell Attendance Contrbutions Pledges Church Attendar E ls Family Followup Profiles MemberSteps Organizations Visits Counsel Classes Member Change History _ Member Steps Date Completed Water Baptism Completed Pre Encounter Completed Encounter Retreat Completed Post Encou
167. sarily recovered If you have deleted a large number of records from the system you could run the Re Index Compact Database utility option to recover that space This operation requires DATABASE security level Remove Old Locks Excellerate will periodically put locks on information that is being updated by users In the event of a power failure or some other reason for improperly exiting Excellerate there may be a lock left open If you receive a message indicating a user has something in use and you know for sure this is not the case you can use this option to remove that lock This should rarely happen This option requires DATABASE security Edit History Fields The Member module can track changes to critical fields and record those changes in the Member History associated information tab You can specify which member fields get tracked this way by using the Edit History Fields utility With this utility you simply list the fields in the Member or Address table for which you wish to record change history This option requires PREFERENCES security Edit Required Fields The Member and Cell modules can require a user to enter certain fields before saving a record For example it is a good idea to require a member s last name first name and member type when adding members The list of fields that are required by these modules can be specified in the Edit Required Fields utility option With this utility you simply list the fields fro
168. screen Typically contributions are reported for the entire family in one statement If you want certain family members to receive their own individual contribution statement separate from the family you can check the Report separately from family box This is useful for adult children living with their parents Remember this information is only displayed if the user has the proper security access End of Period Processing In order for Excellerate to calculate periodic contribution totals it must use an accounting period This period tells the program what month and year you are working in and calculates weekly monthly quarterly and yearly totals accordingly Excellerate will automatically prompt you when it is time to reset these periodic account totals when the computer s date advances to the next month Before resetting these totals you should print your accounting reports so you have a copy of these numbers These totals are just for your information and do not affect how the system functions You can choose to have Excellerate 94 Contributions automatically update these totals without prompting you using the settings in the program preferences Exporting Contributions Excellerate can export contributions in two ways First you can export the contribution batches as they are updated When updating contribution batches choose the Export batches to accounting system button This will export the account t
169. selecting remove member from family under the family button Editing Member Information To edit a member record simply double click it press enter or use the edit button Once you ve made your changes save them with the V se save button or cancel your changes with the X cancel button Deleting Members To delete a member use the key from the member browse or edit the member and choose the Deleted status This will only mark the member as Deleted and not actually remove it from the system This is so that history can be kept on these members and so that you can recover the member if you deleted them by mistake To physically and permanently remove deleted members you use the Remove Deleted Members option in the Utility menu This option can not 41 Pre Members Members and Pastors be recovered from unless you have a backup so use caution The remove option requires database security to perform The other choice in the member status field is Inactive This is similar to delete but you can not remove inactive members This option would be used to hide members that are no longer active in the church but may have given contributions this year The system will need to keep these members until all contribution reports are printed At that time those members can be deleted Searching for Members There are two ways to search for members First is to use the Tel find button Lastname Firstname MemberlD En
170. t to make it available for other users or to be able to choose it from the saved views in the future Views can be exchanged through our web site at www msdweb com When downloading a view from the web site remember where you save the file on your hard drive because once it is downloaded you will use the import view button to import it Advanced Views Advanced views are views in which the SQL statement has been customized beyond the basic capabilities of the view builder To create an advanced view you can start with the basic view builder screen then modify the SQL statement in the SQL window to meet your needs You should have a pretty good understanding of SQL before attempting to create or edit advanced views For views to be able to prompt the user for a value in an expression use the parameter notation Pn where n is a value between 0 and 9 For example to select Members by MemberType and have the view ask for MemberType use the following SQL statement SELECT DISTINCTROW Members FROM Members WHERE Members MemberType PO The PO will actually get replaced by the value you are prompted for There is one special parameter call the Attendees Parameter PA This parameter prompts the user for the number of attendees in a cell meeting This value is usually compared to the Total field in the Cell Meetings Table for finding the cells with less than a certain number of attendees The following are some guidelines that must be
171. t and press enter The contribution will appear as if you were entering it All of the members contributions will appear in the Posted for this member window and you can click on any one of them to change them To delete an entry highlight the entry in the batch screen and click delete Moving a contribution If a contribution was posted to the wrong person maybe there were duplicate members and you need to move the contribution to the correct person you can use the Move Contribution button in the member s contribution tab This will simply remove the contribution from the current member and post it to the correct member The batch that the contribution was entered in will not be affected other than it will now show the correct member 92 Contributions Loose Cash Loose cash contributions can also be entered into Excellerate even though it is not posted to any particular member This is helpful so that you can track and report the total amount of income received regardless of whether or not you know whom it was from To enter loose cash during batch entry just choose a member ID of zero This will post the contribution to the Loose Cash Contribution screen These contributions will not be reported on the Member Contribution Statements because they are not assigned to any member but will be included in any contribution reports These contributions can be viewed and edited using the Edit Loose Cash Contributions menu option
172. t can also include a section to add a band new follow up This section will have blank fields to be filled out with the new information Any blank follow up fields for new follow up adds must be outside the lt Followup Info gt section and will have a form button like this 151 Internet Integration lt input name FollowupAdd type submit value Add NEW Follow up gt These HTML templates also contain buttons that pull up other forms Any time you use one of these buttons they need to be inside their own lt FORM gt area and should include a special comment tag lt Session gt This tag tells the scripts to insert special variables containing the current MemberlD etc which may be needed to call the other forms Modifying a Web Report HTML template Web Reports also use HTML files fore describing the layout of the report The Cell History report is one example Data fields for these reports come from the Web Reports that you create in the Web Integration module These reports define the data which is exported as a text file and uploaded to the web site Any fields referenced must match the fieldnames in that file Data fields that are not in the uploaded web report data file are assumed to come from the master file The church name for example would just be referenced as Name Web Reports use several bands to output information and each band must be wrapped in the appropriate comment tags lt
173. table Step 3 Load data in to transfer table Step 4 Load data from transfer table into Excellerate Open Import File Load into transfer table 0 Records Processed Loadinto Members PreMembers Load into Excellerate 0 Records Processed As you can see from the instructions on the screen this is a four step process Basically you are importing the data from your file into an intermediate Excellerate file Then you can view this data to be sure it imported correctly before loading it into Excellerate Step 1 Use the import File button to open your import file Once your file has been opened Excellerate will display the fields in the field list and the first few lines of data in the import preview window Step 2 Map the fields from your import file to the fields in the transfer database This is done by clicking the field in the import list then finding the matching field in the transfer list and clicking it You will notice a line drawn from field to field showing the map Continue with this until all desired import fields are mapped Step 3 Load data into transfer table This is done by using the Load into transfer table button 175 Utilities and Preferences Step 4 Load data from transfer table into Excellerate Once you ve check the data in the transfer table window and have verified that it imported correctly you can then use Load the data in to Excellerate You have a choice of loading
174. tart by entering the following information about your web site and how you access it in the Web Host Settings Tab Send Retieve Web Updates Web Host Settings Web Server Configuration FTP Utiity Website s FTP Hostname or IP address or path if hosted locally fi 92 168 0 131 Port or LAN D LAN if hosted locally 21 for FTP Use Proxy Server Use Passive FTP Mode 7 Username froot Proxy Server Password e Proxy Port Web site s FTP Hostname or IP address or path if hosted locally This is your web sites FTP hostname or IP address It will look something like FTP MYCHURCH COM If the host is local to your network you can specify the path such as servername website Port This is the FTP port and is almost always 21 for remote servers or use LAN if hosted locally Username Password This is the user name and password assigned to you for logging into your web site or FTP host for making changes Proxy Server If your local computer is behind a proxy server or other layer before you get to the internet enter that information here See your network administrator Next the Web Server Configuration tab holds information about your site Send Retieve Web Updates Web Host Settings Web Server Configuration FTP Utility Directory name for CGI files Jean cgi bin Install server scripts on website Directory name for data files EH Install HTML templates on website Store data files TXT on web server wi
175. ted when the form s script is called lt input name DATE type text size 12 gt lt input name TOPIC type text size 30 gt lt input NAME LEADBY TYPE text SIZE 30 Value Cells_ LeaderName gt lt input type checkbox name DIDNTIMEET value true gt Input tags for cell meeting information and totals required These fields will be validated when the form s script is called lt input NAME MEMTOTAL TYPE TEXT SIZE 4 gt lt input NAME VISITORS TYPE TEXT SIZE 4 gt lt input NAME CHILDREN TYPE TEXT SIZE 4 gt lt input NAME SALVATIONS TYPE TEXT SIZE 4 gt lt input NAME USER1 TYPE HIDDEN SIZE 4 gt lt input NAME USER2 TYPE HIDDEN SIZE 4 gt lt input NAME USER3 TYPE HIDDEN SIZE 4 gt lt input NAME USER4 TYPE HIDDEN SIZE 4 gt Change the HIDDEN types to TEXT to make them appear on the report form 149 Internet Integration The following tags are optional To display cell member information on the form wrap the member section in comment tags like this lt Exc MemberInfo gt Include in this area the html you want to use to display member information tables are usually used Keep in mind that whatever is between these comment brackets will be repeated for each cell group member lt Exc MemberInfo gt If you want a specific member field to show up in the cell member information area include the field name with delimiters such as
176. tells the report what to group on If you wanted to group on MemberType you would put MemberQuery MemberType in this field You would use the same fields and expressions as you would with any data element that you could place on the report Now you can place any group heading fields in the band To add a group footer which could contain group totals select the header child band and select the Has Child option A new child band will be created To make it the footer select the band and choose the Footer option You can have several grouping levels The next group level would be created from the previous group footer band by choosing Has Child Text labels or data fields are placed in the report by using the i button in the report toolbar ell EI EE ojele Layout Data seect z snep os Click the al button then click on the report where you want the text element to appear A new text element will appear on the report indicated by the word none Use the text toolbar to specify what you want to appear in that element 183 For example if you want a label to appear such as Number of members reported then simply type Number of members reported in the text box of the toolbar If you want a data field to appear in the element type the name of the data field or use the expression button to choose the data field Special functions can also be used to display certain information such as PAGE for the
177. th different extension Install templates Default G12 If storing data files with a different extension or in a different directory than the CGI directory you must modify the scripts Directory name for CGI files This is the directory where your scripts will be stored Most of the time this is called cgi bin but could be called scripts or some other name This directory must have Execute rights to run the scripts Check 137 Internet Integration with your Internet service provider for information on running CGI scripts on your site Directory name for data files This is where you want Excellerate to store the data files that get uploaded to your web site For the simplest installation use the same directory as your CGI files This way you will not have to modify any of the script files If you choose a different directory other than the CGI directory you will need to modify EXFORM PL and EXSUBMIT PL to reflect the new directory name See the section below on Modifying the scripts for a different data directory Store data files TXT on web server with different extension This option allows renaming the data files on the web server with a different extension This is useful for increased security of your data files You can rename your data files with PL perl extension which will prevent listing these files from the web If you change this extension you will need to modify the scripts to use the new
178. the data into the Member or Pre Member module If you have a lot of data in your old database that needs cleaning up you could transfer everything into the Pre Member then go through and move the current members into the Member module Note If the data in the transfer table window does not look the way you want You can clear the table and try again by using the Clear Transfer Table button Exporting To export data from Excellerate simply choose the module and view of the data you wish to export and choose Export under the file menu This will look similar to the Mail Merge screen since they both basically do the same thing You can choose to exclude members with a mail code if desired and you can specify the format of the export table as either text or Access When exporting you can choose a map file to use to map Excellerate fields to other names or to exclude fields Excellerate comes with a map file for exporting your members to Microsoft Outlook then even to your hand held computer or PDA To export contributions see that section in the chapter on contributions Importing Church Attendance with Barcodes Tracking church attendance for a large number of people can be difficult and time consuming One way to speed up that process is to use barcodes and scanners Excellerate can print barcodes for your members in many formats including cards nametags lists etc Then you can simply scan their barcode to track their att
179. the cell did not turn in a report You can then print a list these cells if you need to follow up with them It is OK if some cells don t turn in a report but the system must have an entry for each cell every week and the update ensures this Contribution Options Before using the contribution module you should verify several program options within Excellerate to ensure they are set according to your church operation See the section on setting up contributions in the contribution chapter of the manual Email Options Excellerate has the ability to send email messages You will need to have an SMTP outgoing mail server to take advantage of this feature See the section on setting up email in the Internet Integration chapter of this manual 169 Utilities and Preferences Web Options The web integration feature allows you to integrate data from Excellerate with your church web site See the section on Setting up Web Integration in the Internet Integration chapter of this manual Advanced Options The following advanced options can be configured Advanced Preferences xi T Allow changing member Divs even if they are in a cell group Allow State Province field more than 2 letters I Assign followup sponsor s division codes to the new member when assigned Format for phone s 999 999 9999ccccc 0 _ Followup sponsors can be assigned from a list generated by the following SQL If the first result is empty then it w
180. time If a default view is not specified for the user then they will see all records when the program starts User Access To allow or disallow users from viewing or modifying different types of information within the program you assign them access codes Access codes provide different levels of access to different areas of the program For example to allowa user full access to member information give them a D for member access The D code allows deletions and updates The U code allows updates only and the R code allows read only A blank prevents access to that area of the program SUMMARY OF USER ACCESS AREAS Visits Counsels Meetings or counselings with members Maintaining User IDs Preferences Options Program preferences picklists and defaults Re indexing or Compacting the database Purging deleted members from system SUMMARY OF USER ACCESS CODES Read only EN Update Delete and update Re Only allow seeing a G applies to financial area only members last giving date No access Blank The following options require Delete and Update access in the financial area change accounts reset or reverse update contributions end of period processing 173 Utilities and Preferences Remember to change the MANAGER password at some point This ID defaults to full access to the system for setting up users etc Here s an idea Consider setting up a STAFF User ID without a password which allows read
181. ting reports See the Reports chapter for more information 71 Cells Example of a Typical Cell Week We will take a look at the functions you may perform in a typical cell week to give you an idea of the events that may take place This is not a required list of activities this is just an example of some of them that might take place Add any new cells that may have been planted Update any new cell activities Make any cell changes member changes moves etc Multiply those cells that may have multiplied this week Check cell tree to see if our structure needs to be adjusted Send data files to web site if using Web Integration Print all of the cell leader reports for the week Retrieve cell meeting results from the web site if using Web Integration Enter cell meeting totals from the report forms that get turned in Print a missing cell reports list to see who hasn t turned in a report After all reports are turned in and processed run cell meeting update Print cell summary report for pastor Print weekly cell meeting reports for each district pastor 72 Classes Chapter 6 Classes The classes module allows you to enter the classes your church offers These may be classes that elevate your members to a higher step in their member development or any other type of class where you need to track attendance To view the class module use the button or hit the F7 key Excellerate 3 0 C PROJECTS exceller12 sa
182. to describe the levels within your cell structure such as District Zone Section or Network Generation 144 etc Some churches may include Campus or part of the city as one of their divisions If you wish to allow your members to join more than one cell group check that box The next field in this section allows you to specify the day of the week that your church has designated as the beginning of the cell week This may differ 14 Getting Started depending on the specific situations of each church This option is used when displaying the pop up calendars for entering dates referring to cell weeks You can also specify how you want to default the cell member attendance You can choose to default member s attendance to Present Absent Use last week s attendance or to turn off cell attendance The Prompt for meeting updates option specifies when you would like the program to remind you to run the update for cell meeting totals In order to be able to track your churches cell growth you will enter weekly cell meeting totals into the system This usually consists of entering the number of members visitors etc for each cell You must also record that certain cells did not meet or did not turn in a meeting report The update for cell meeting totals option goes through your list of current active cells after you ve made any cell information changes and entered your meeting totals and makes sure you ve made an entry for
183. to that file If you setup the path to your word processor in the program options screen your word processor can automatically be loaded for you See your word processor documentation on how to create a mail merge document but make sure you choose the file that you just created from excellerate for your data source 131 G12 Specifics Chapter 12 G12 Specifics There are several aspects of the G12 model that have been specifically designed into Excellerate to help you be more effective at administering the G12 vision That functionality will be described here in relation to The Ladder of Success Win Consolidate Disciple Send Win The Prayer for three The prayer for three is where members of a cell group are praying for three individuals each You need to decide how much data you want to collect at this stage For the most part these individuals may not have any interaction with the church yet and may not even need to be tracked in the database However measuring success in this area is still important so there are two options to consider Cell leaders report the names of these individuals in the comments section of their weekly cell meeting reports This can be reviewed by their own leaders or by the church staff Cell leaders report just the number of people they are praying for in the cell meeting reports These numbers can be reported and graphed in the cell meeting reports or graphs Consolidate Keepi
184. to you when you set up your email Password This is the password for the SMTP server assigned to you when you set up your email SMTP Authentication Your SMTP server may require authentication Choose the method of authentication your server requires If POP authentication make sure you enter the POP Server information POP Server This is the incoming POP server which may be required if your outgoing server uses POP Authentication POP UserID This is the userid for the incoming POP server which may be required if your outgoing server uses POP Authentication POP Password This is the password for the incoming POP server which may be required if your outgoing server uses POP Authentication Maximum email addresses in the TO or CC fields When sending emails to a list of members Excellerate will try to put as many email addresses in the TO or CC field of a message that it can The maximum number of addresses allowed on many servers is 50 If your server only allows more or less you can enter that number here The default is 25 If you want your users to be able to send emails with their own return address you can enter their email addresses in the user id setup screen Then the user will have a choice of sending the message from their own email account or from the church email account Excellerate only allows sending emails so any replies or returned emails will have to be received by your normal email program 156 I
185. ttendance data then either the scanner is empty or the scanner is not connected correctly to your computer Make sure the COM port you chose is the correct one After the attendance data appears hit Import Attendance to import that data into Excellerate Excellerate currently supports the CS2000 handheld scanner from Symbol Technologies This is a portable scanner that can read several hundred scans at once Then the scanner is placed into its cradle and the data is read into Excellerate 180 Appendix Appendix Browse Columns The column arrangements for the browse screens in the different modules can be modified by right clicking in the browse A menu will appear allowing you to add new columns delete columns load other layouts or restore the default columns Member Pictures Member pictures are not stored in the database This would increase the size of the database to an unmanageable size Therefore the pictures are stored in a directory having the same name and location as your database with the word Pictures appended to the end of it This is would usually be called C Program Files Excellerate Database_Pictures unless you installed Excellerate into a different directory on a network or used a different name other than Database for your database The pictures are named the same as the member number they identify So member with Member ID 100 could have a picture stored in the pictures directory called 100 BMP
186. tudent school names to keep them in sync Also remember you can go between the student and their school screens by double clicking the blue underlined school or name links Barcode attendance tracking Attendance for Post Encounter School of Leaders classes can also be tracked with barcodes Excellerate works with the Symbol CS2000 hand held scanner which scans an attendance sheet containing barcodes printed from Excellerate Then the scanner can be docked to an Excellerate computer and attendance imported from the scanner See the section on barcoding for more information 78 Organizations Chapter 7 Organizations The Organizations Module is used to keep track of church organizations such as the choir orchestra prayer teams or other committees You could use organizations for any group that does not require tracking detailed attendance With organizations you basically just assign members to them and print out member rosters E and other lists To view the organizations module use the button or hit the F8 key Excellerate 3 0 C PROJECTS exceller12 sample gi2 mdb Eile Edit View Reports Contributions Options Utilities Help TEE SECH TE Loraanizations Al organizations EEEEDIE D ie Choir Church 01 01 96 1 5 hours 02 15 99 10 MANAGEF 2 Intercessory Prayer Church 01 01297 2 hours 02 12 99 1 7 MANAGEF e Actives ZRecords To add a new organization use the add button on the right side of the toolbar To
187. unting period is correct You The Batch and Hash totals are pre calculated totals used to may change the accounti ng ensure that the contributions are entered correctly Not required period for the batch if necessa ry Batch Designation None x ox Cancel Help You also have the option of entering your pre calculated batch or hash totals for the program to use to compare against running totals generated during the contribution entry process These totals will help ensure that there were no data entry errors made The batch total is simply the sum of all of the contributions that will be entered The hash total can either be the sum of the member ID s or the Envelope numbers used during contribution entry These totals do not have to be used If you wish to designate this batch for a particular purpose or bank account etc use the Batch Designation field Entries for this field can be setup in User Picklists Next the Contribution Batch screen will appear Contribution Batch 15 x Batch OH Date 12 29 2003 Accounting Period 200312 Close Current PreCalculated Difference cae Ae vate EEE E 000 Print Batch 2 da Edit Delete Ena Hash Total o D Tet ee ie ee ee T D ii 90 Contributions This screen will list each contribution entered into this batch At the top you will see the batch number date accounting period batch and hash totals if entered For both the batch and the
188. utton in the Selection section You will see the following Selection Criteria screen Selection Criteria EN AND OR Table Field Condition Value a E Members d a SESCH Cancel We want all members where their City equals Memphis In the Table field choose Addresses for Field choose City the Condition is and the Value would be Memphis That s it Hit OK then OK again and you will see a list of members that live in Memphis Now a better view would be to ask the user for the city so that you wont have to have several views one for each city To do this instead of specifying Memphis for the Value use the Ask user for value option in the Value field Now anytime you use this view it will first ask for what city you are interested in The answer to the last question is specified in much the same way Choose Add in the Sort section and specify the Table and field you want to sort by You can also choose Ascending or Descending sort order You will notice that as your are answering these questions the SQL statement is being built in the SQL window at the bottom of the screen This is for those who have experience with SQL and want to see the details of the view This SQL statement can also be modified to create an Advanced View See Advanced Views later in this chapter Once you ve built your view and are satisfied with it you can save it for future use Just choose the Save current vie
189. velope Phone l Or Find In field Status Di Cancel This method allows you to quickly search by several fields This type of search will return all members matching the search criteria in a search results view Hit escape to return to the previous view The other way to search is to simply start typing a few letters of the members name Search for EN The Search for window appears This method will take you to the first occurrence of the last name that matches the search criteria in the current view You can also search for the last name comma first name This will not find a member that is not in the current view 42 Pre Members Members and Pastors Pre Members Once again Pre Members are the people you are interested in following up with or mailing out marketing information to These may be first time church visitors or an area of your city that you may be targeting Pre Members contain all of the same information fields as a member because at some point you are hoping to move a pre member to the member module The main difference between pre members and members is that pre members can not join cells classes organizations or other associated information tabs They can have family members and follow up information Pre Members are actually stored in a separate table to avoid slowing down accesses to member information At any time you can transfer pre members to the member module When you select the Pr
190. visor Picklist options F Forced picklist O Optional picklist N No picklist Church Information Enter your church name and address information This information will appear on reports and other printouts from the program Database Name You can create several databases within Excellerate This is useful if you want to have a training database separate from your main database or for keeping multiple congregations separate form one another The Database Name option allows you to specify which database to automatically open when starting Excellerate Typically this would be your database mdb located in the directory where you installed Excellerate but if you are using the network version this will be the database on your file server This is a local option that only affects this workstation 167 Utilities and Preferences Word Processor If you would like Excellerate to automatically start your word processor for mail merges enter the full path to your word processor This is a local option that only affects this workstation Open To Module Specifies the module that you want to see first when the program is started This may vary from person to person depending on their job duties This is a local option that only affects this workstation Cell Group Options In the Cell Group Options screen you answer several questions about how your cell groups are organized Cell Group Options Bisi E
191. w button and the view will be saved in the list of saved views This view will now be available for you and other users to use at any time Editing a View To modify a new view that you ve just created use the Edit current view button This will bring up the same screen that you used to build the view To modify an existing saved view use the Edit saved view button Any changes to a saved view will be seen by all other users as well You may want to make temporary changes 100 Views to a saved view maybe for a quick report To do this without affecting all other users you would first use the saved view Now that the view is your current view you would edit it like a new view that you just created If you decide to keep this view you can change the description and save it just as you would a new view To delete a saved view use the Delete saved view button 101 Views Importing Exporting and Downloading Views from the Web Since there could be a very wide variety of useful views that a church may desire Excellerate allows you to import and export views to be exchanged with other churches and to take advantage of new views offered through our web site To export a view you can either export the current view or a saved view by choosing the appropriate export button When importing a view from a file use the Import view button and select the filename to import This view then becomes your current view You must save i
192. wn or the churches email address in the From picklist The church email address can be setup in the mail settings under preferences and your email address is set up when your user id is created A formatted message can be entered using the font and color tools in the toolbar 157 Internet Integration Use the attach button to attach files You can also send full HTML emails that include graphics This method sends the HTML source but the graphics are stored on your web server Basically you would design a web page on your server then just copy and paste the HTML source code into the HTML source field of the email Select the Insert HTML source field to see the window for pasting your HTML source When sending HTML messages you can enter the plain text version of the message in the regular message screen for users who cannot view HTML messages When sending emails from Excellerate the sent messages are saved in the sent mail screen To see a list of sent emails use the Utilities menu then Email then View sent mail This screen will allow you to view and retrieve sent emails If for some reason you want to send an email to an individual but you want to send it from your default mail program you can use the Utilities menu then Email then Email this member using default mail program This will send the message using your default mail program and the sent message will be saved in that program s sent messages folder Th
193. y have to actually run the installation on one of the workstations but specify the file server s drive designation such as N when prompted for where to install Excellerate Make sure that the directory you install Excellerate on is accessible to all of the workstations that will be using the program Once installed on the file server run Excellerate and create your new database Next install the application on each workstation in the same manner but when prompted to create a new database choose Open other database and open the database that you just created located on your file server When prompted if you would like this to be your default database answer yes Actually the only files needed on the file server are the database which will have a MDB and CFG extension the report styles with QR extension and the Pictures directory See Member Pictures Make sure your report styles are copied to the file server otherwise many of the reports will not work If you have a previous version of Excellerate make sure all computers are upgraded to the same version of the software 10 Getting Started Chapter 2 Getting Started Creating your New Database The first time Excellerate is started if a database has not been created yet you will see the following screen which allows you to open a new database or one of the sample databases Database not found E x The database was not found or has not been created yet
194. y and payments fields allow you to specify how often this amount will be given and for how long They are only used for projecting future income in the pledge reports and graphs not for automatically entering the amounts You must specify a from date when entering a pledge and the to date is optional These dates are used to project future income as well as controlling whether or not the pledge is enabled during contribution entry If the current date is outside of the pledge s dates you will not be able to use the pledge to post contributions for you The total expected pledge field is only for your information and not used in any calculations Entering Contributions Batch Processing Excellerate processes your contributions in batches using a streamlined contribution entry system You simply create a batch enter all of the contributions for that week or month or whatever period you desire Then print the batch report and update When you update the batch all of the entered contributions are posted to the members 89 Contributions Create a new batch To create a new batch go to the contribution module by using the contribution button or by hitting F10 The top portion lists all of the batches that were entered To add a new batch click in the batch list screen then hit the add button Batch Date AEWSEH recede 200101 Enter the date for this batch and verify that the displayed Batch Total Hash Total ze acco
195. y clicking on the or icon next to the cell The cell tree is not only for viewing your cell structure but also for maintaining it From this screen you can actually drag and drop entire sections zones etc from under one district to another You can move cells around to keep your cell structure balanced Double click a cell to go to that cell s edit screen to make any changes 65 Cells When you right click a cell the cell s members will be displayed Cell Tree 13 cells loj x Pastor s Cell Pete Maxwell E A 1 District Kieth Neal 2 1 A Peter Johnson a AE Joe Adams SES 1A H Terry Landry Jimmy Landry Mary Adams Joe Adams Jeff Robins o 1 4 1 C Joe Adams at 1 4 1 D Mike Wiliams 12 18 Adam Jones zi 02o Eel fap with other Leader of Leader over Legend 3 Cell Group ees groups below it Cell Member sk Cell Leader other cell S division Double Click to go to group member Organizational 5 z z esch 7 ge GE E am S a View och 51 al In this example we see the members of cell group 1 A 1 A Just as you can drag and drop cell groups you can also move cell members Here Jeff Robins is being moved from 1 A 1 A to group 1 A 1 B The normal cell move screen will appear asking for the reason why this member was moved If you double click a cell member you can go to their edit screen to make changes
196. you have a cell called 1 A 1 B it would fall under Control cell 1 A 1 so you would drag cell 1 A 1 B on top of cell 1 A 1 This will automatically assign the Organizational parent Continue dragging your cells around until your structure looks like you want Adding Cells To add a new cell to the system simply press the bk add button or hit insert while viewing the cell browse When adding new cells there may be several Required Fields that must be entered before you can save the entry You can specify which fields are required fields in the Utility menu Start by entering a cell for the head pastor or whoever oversees all of your cell groups This cell and leader will appear as the head of all the cells on you organizational chart Then add your district cells or whatever you call your first level cells and set their organizational parent to be the head cell Continue with your other cells in this manner until you have them all entered and assigned parents 55 Cells When adding your cells you start by entering their division fields Your church may choose not to use all four of these division fields This is defined by the names you ve chosen for the division in the program options screen If you left a division blank that field would not appear in the cell screen To enter cell 1 A 2 B you would set District 1 Zone A Section 2 and Cell B If this were a District cell 1 you would only enter Dist
197. your Excellerate data use the Microsoft Backup Utility that comes with all versions of Windows You can access this utility from your Start Menu then Accessories then System Tools If the Backup menu option does not appear then you may have to install it from your Windows Installation CD All of your Excellerate data is located in the one database file you created when setting up Excellerate This file will end with an MDB extension The default choice is DATABASE MDB but you may have chosen another name You can always see what your database file is called by looking at the title bar on the top of your Excellerate screen For the most part the database will be the only file you need to backup If you have created or modified your own reports then those files should be backed up as well Reports are those files ending in QR Technical Support Micro System Design offers free technical support through email and our online resources See or web site at www excellerate com Our complete annual support plan includes free software updates telephone support including help with designing and modifying reports and a subscription to our newsletter Our data conversion service can convert data from your existing systems Our support phone number is 901 754 0315 Contact us at 888 371 6878 for more information about these services 186
198. your cells into categories This could be categories such as Family Work Groups of 12 Youth etc The Sub field allows you to further categorize your cell by using a sub type These choices are defined in the picklists menu option There is one type of cell that is handled differently than other cells If a cell has the type Control then this cell is excluded from cell meeting totals entry and reporting A Control cell is a cell that is used to identify a leadership position in the cell hierarchy such as the District 1 Zone A Leader We create a cell with the name 1 A and assign the District 1 Zone A leader as the leader of this cell In a traditional cell structure such as the 5 X 5 structure the 1 A Leader may be a full time staff member and not a cell leader In this case the cell 1 A would not have any members and would not have any meetings but it would have cells under it in the cell hierarchy Therefore we set the cell type to Control so that it is not included in cell meeting total functions The Control cell type and overall cell hierarchy is discussed further in the section on Adding Cells Started The date that the cell was started When multiplying cells Excellerate will enter this value for you To Multiply The target date for this cell to multiply You can then report on this field to list all cells targeted to multiply next month etc Meets on The day and time when the cell meets 47 Ce

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