User Manual - Society of Recorder Players
Contents
1. Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 15 Central Subscriptions The spreadsheet for central subscriptions contains more information than the HMRC sheet so parts need to be selected before copying into the HMRC sheet 1 There is a header row identifying each column This should not be included in the HMRC sheet so when following the instructions above start at row 2 not row 1 2 There are separate columns for the SRP subscription and the different classes of donation Depending on how you want to organise the claim you can either insert a new column with the sum of the subscription and relevant donations or copy the sheet to produce separate entries for subscriptions and donations 3 There is also a column for the branch and a column indicating whether this is a new gift aid entry this year These can be used for sorting the sheet and checking against other records Membership Summary Generate Membership Summary produces a spreadsheet giving a summary of the number of members in each branch for each year since the database was established Membership List Summary of the Process 1 Edit any text that needs to change from year to year Download that data from the database Create the document Proofread it and correct any errors in the database or text files Repeat steps 3 amp 4 until you are satisfied that the content is completely correct Remove unwa2. Mrs Audrey Evans F 29 3 2015 EF 23 50 Clicking this removes the person again To Remove a Member If a person simply fails to renew do not do anything at all Their details should remain on the database in case they rejoin or join another branch However if a person dies then click the x on the left of the row This will prompt to check that you really mean this and if you go ahead show the person with a strikethrough m 10032 De Beechey O amp E mt rcr TF 4 ni n 7 J E A m Ei i EE m Ft 4 LJ i mt In 1 A f TE I le As with all other changes you can of course undo this To Save Changes Once you have made all the changes click Save Normally this will show you the new state of the membership and summarise the old and new subscriptions and donations at the top of the table Branch OXF Save Subs L F H 5 A PAYMENTS Prev Subs Don Total New Subs Don Total Current Subs Don Total Branch 21 50 35 00 700 21 50 21 50 21 50 21 50 21 50 43 00 43 00 SRP 0 00 23 50 35 00 1700 0 00 273 50 23 50 23 50 23 50 47 00 47 00 Total 0 00 4500 70 00 24 00 21 50 45 00 45 00 45 00 45 00 930 00 90 00 Title First Surname Cur Stat Sub Date R SubSRP Brech NYRO WBF Gen Conc Address x 10131 Helga Bogisch Francis F 8 06 2015 23 50 21 50 6 The Ridgeway Cavers x 10132 Alex Brooks F 5 06 2015 23 50 21 50 23 Church Street Great h 4ni9c Dera WE Mied a
3. aid schedule and the csv spreadsheet If you are using Open Office then when you open the csv you should set character set to Western Europe Windows 1252 WinLatin1 and the type of the date column to Date DMY rather than standard 3 Inthe csv click in cell A1 then shift click in the final amount cell in the last row to select all the relevant data in the sheet Copy this to the clipboard for example with control C 4 Inthe gift aid schedule click in the first white cell of the Donations Schedule Table Item 1 Title 5 Paste formulas a In Excel 2007 or later in the Home tab Clipboard group click the arrow under Paste and choose Formulas fx in 2010 or later b In earlier versions of Excel choose Edit Paste Special and click the Formulas radio button and click OK c In Open Office choose Edit Paste Special Uncheck Paste all and check Text Numbers Date amp Time and Formulae uncheck Comments Formats and Objects Click OK 6 To find the earliest donation date for Box 1 go back to the csv file and in cell K1 type the formula min H1 H1000 This will display the earliest date Copy this and paste its value into Box 1 in Open Office you will have to format K1 as date first or simply type the value into Box 1 by hand If you need advice about general gift aid matters please contact Tessa Rolph chair srp org uk If you need help with the spreadsheet please contact Anthony Hall webedit srp org uk a ee
4. brooks gmail com Epea The text in the table is almost all grey this indicates that it is unchanged from the values saved in the database of course since we haven t done anything yet As you edit you will see other colours as described in the section on Highlighting To make changes to the database you edit the table and then click Save While you are editing the table no changes are made in the database so don t worry about making mistakes you can undo them or simply give up and start again When you edit the table the row currently being worked on is highlighted in pale yellow To Renew a Subscription All you have to do to renew a subscription is to click the Cur box subs L F H 5 A PAYMENTS Prev Subs Don Total Branch 21 50 35 00 700 21 50 21 50 21 50 SRP 000 23 50 35 00 17 00 0 00 23 50 23 50 Total 0 00 45 00 70 00 24 00 21 50 45 00 45 00 No Title First Surname Cur Stat Sub Date R Sub 5RFP Breh NYRO WBF Gen Conc Ad n 10131 Helga Bogisch Francis F 8 6 2015 E 23 50 21 50 61 x 10132 Alex Brooks W F 5 06 2015 E 23 50 21 50 23 x 10135 Suzanne Coates E F 10 By default the membership status is set to what it was last year However you can change it just by typing a different status into the Stat field As on the spreadsheet the allowed statuses are L LH F H h S and A The date of the subscription is set to today s date but again you can change that if
5. column This will remove the organisation but not the contact person Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 11 Organisation Email Web Cur Sub SRP Wo Title First Surname 19096 Aberdesn LI 10164 Ed Friday men a n 1 e If To Save Changes As always nothing is done to the database until you click Save Then the changes are made and the old and new subscriptions are shown Editing Honorary Membership The honorary membership list has an entry for everyone who 1 Is a president or vice president of the Society 2 Is an honorary life member of the Society 3 Qualifies for some reason other than the above for free membership of the Society Such qualification is at the discretion of the Membership Secretary The list contains the person s details plus two extra pieces of information No Title First Surname P WP L Other List as Address 11635 Mrs Beryl Allen Ae F COS UK 32 Saxon Rise 11636 Dr John Allen E COS UK 32 Saxon Rise 10718 Mr Ashley Allerton SVE COS UK 37 Pinwood Meadow Drive t 12267 Emily Bannister EE publicity COS UK 55a Ridge Lane 1 The reason for the person being in the list If the person is a President Vice President or Life Member this is shown as a tick in the P VP or L box In the case of discretionary status an explanation is given in the Other field 2 The List as field which determines where the m
6. of changes to be sent to RMM and whether or not they were successfully sent If there are changes but they have not been sent please contact the web editor to fix the problem Accept RMM Updates When you receive the updated spreadsheet returned from RMM click Browse and open the spreadsheet This will check that the soreadsheet contains what we are expecting and if all is well report OK If an error is reported you may be able to fix the problem by editing the spreadsheet or by contacting RMM if not please contact the web editor If you update subscriptions again before you ve received the acknowledgement of the first update from RMM make sure you enter the acknowledgements in the correct order An acknowledgement will not be accepted if there is an earlier acknowledgement outstanding Each spreadsheet contains a numeric reference which also forms part of the soreadsheet name the reference increases with time so you can tell which is the later sheet even if they have the same date Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 14 5 Reports Make a 2014 2015 gift aid claim for Branch Central subscriptions from all Get Spreadsheet Generate Membership Summary Generate Membership List Data List Treasurer for each branch Check Database This tab contains sections for Generating Gift Aid claims for submission to HMRC Generating Membership Sum
7. that the button on the left of each entry in this table is marked rather than x To remove a person from the list of honorary members click this button You will be prompted to ask whether you want just to remove the honorary status or to delete the person completely Choose which you want to do If you make a mistake click the button at the beginning of the line to restore the person To Save Changes Click Save to make your changes Editing SRP Roles SRP Roles are used to record visiting conductors and officers of the Society They are edited in a similar way to honorary members but with just one column Role in SRP apart from the personal details To add a role to someone already on the list add a comma at the end of the roles and start typing the new role name a list of matching roles is shown from which you should click the one you want Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 12 x 11692 Mrs Moira Usher Visiting Conducto rc Chair Committee Competition Administrator Conductor Contact Secretary Country amp Overseas Secretary You can add as many roles as you like and also delete existing roles To add a role to a person who does not have any start typing the person s surname into the Surname field on the last line If the person is already a member select them from the list otherwise select the new entry and complete th
8. 35 00 1700 0 00 23 50 23 50 Total 000 45 00 70 00 24 00 21 50 45 00 45 00 No Title First Surname Cur Stat Sub Date R SubSRP Brch NYRO WBF Gen Conc Address x 10131 Helga Bogisch Francis E F 6 The R x 10132 Alex Brooks W F 5 06 2015 23 50 21 50 23 Chure x 10135 Suzanne Coates I F 10 Eveli Header At the top there are two tables The first shows the current subscription rates for the different classes of membership The second shows any payments that have been made or should have been made this year so far The subscriptions table shows the standard subscriptions for your branch the subscriptions to Central SRP and the total payable by each class of member The grey boxes are calculated automatically The white boxes containing the branch element of the subscriptions are blank when you first start a new membership year You can leave them blank if you wish If you fill them in then they will be saved and used to set the initial branch subscription for each member see below The second table shows the subscriptions and donations recorded so far In the example above just one member has renewed so the amounts are a single subscription divided into the branch and SRP elements The donations column is empty since the member did not make any donations Spreadsheet Within the green frame there is a table that looks much like a spreadsheet If it overflows the frame there are scroll bars within the fram
9. Membership System User Manual 18 If any member of a household is active but the H member is not there is an active magazine subscription to the address of an active member MagOrgActive When magazine up to date If an organisation is active it has an active magazine subscription to its contact s address Society of Recorder Players 2014 2015 User Manual docx 1st September 2015
10. SRP Membership System User Manual l User Manual 1 Logging In To use the membership system you need to go to the membership administration page http srp org uk membership administration If you want to try things out then there is a copy of the system at http sandbox srp org uk membership administration This sandbox site works with a copy of the database so it is safe to do whatever you like it will not affect the real membership database at all To use either of these sites you need to log in If you are not already logged in when you go to the page you will get a message Please login to use this page To login click OK scroll down to the bottom of the page and in the right hand corner you will see a small button Editor login Editor login Click this and enter your username and password After a pause you should see the page with a row of tabs and an editing area like this spreadsheets Edit Magazine Reports Help The Spreadsheets tab is for processing branch spreadsheets The Edit tab is for editing data online and is used for updating information about members affiliated organisations honorary positions and other roles The Magazine tab is for updating magazine subscriptions The Gift Aid tab produces gift aid schedules for submission to HMRC The Reports tab allows you to generate various reports from the database including spreadsheets for making gift aid claims summary statistics and th
11. a current subscription If the new member is one of them click that name If not click the new entry at the top of the list In either case a new line is added to the table with the surname you have chosen If you clicked an existing person all their details are filled in If not just the surname is filled in In either case the person is made a current full member although again you can of course set their membership status to something different If it is a completely new person then fill in the rest of their details If it is an existing person then you can change their details if the existing ones aren t correct If you need to change the surname of a newly added person then type the changes into the surname field ignoring the list of names that will be offered and then move on to the next field or press the tab key You will be prompted to check that this is really what you intend to do Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 9 What do you want to do f Do you really want to edit the surname of Richard Evans If so click ie If you intended to change this to a different person click EWP EREGe then select the person from the list or click new Evanson Otherwise click Evanson SOF 20 2 2015 23 5 Choose Edit Surname if this is really what you wanted After adding a person there is a button at the left of the new row 12034
12. ample phone numbers are correctly printed for example that names have upper case letters phone numbers have the correct structure and spacing Don t at this stage worry about larger scale formatting issues such as pagination of the tables However you may want to edit the text files according to the amount of space you have available between tables where they are to appear You may see some red text This contains the instruction from the Name Only field Where this simply said N or Y or Name only it has already been done automatically in the branch lists If however it asked for something more complicated then the program simply writes out the instruction in the table It s highlighted in red so you notice it and with so you can search for it If the instruction that is printed out is in fact just to remove everything except the name then you should change it to N in the database to minimise the amount of work in the next stage If it is more complicated than that then don t do anything about it at this stage In the orchestras corporate members and conductors tables name only instructions are never processed automatically but always printed out Leave them alone at this stage If there are errors in the database then correct them You may want to generate new branch spreadsheets to prevent your changes being overwritten if the branch submits an update between the list being generated and the end
13. e membership list Each of these tabs is described in one of the following sections The Help tab contains links to this User Manuals Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 2 2 Spreadsheets At the beginning of each year Produce a spreadsheet for each branch 1 In Make a spreadsheet for lt year gt for Branch lt branch gt choose the current year for example 2014 2015 and branch all and click Get Spreadsheet Save the spreadsheet in for example toBranches Open MakeSpreadsheets xlsm Make sure that Look for csv files in is set to where you saved the spreadsheet in step 2 for example toBranches and click Make branch spreadsheets and select the csv file you have just downloaded The resulting spreadsheets will be stored in the folder you specified in Save xls files in When you receive a spreadsheet from a branch Load it into the database produce an updated spreadsheet and send it back to the branch If the spreadsheet contains new members consider whether these are completely new or are existing or previous members who have rejoined or changed branch The system will try to find such cases see section 3 but if you Know that a member is already in the database it is more reliable to insert their membership number directly into the spreadsheet 1 Save the spreadsheet as a csv file This loses all the formatting so you might want t
14. e person s details Click Save to save your changes Editing Role Names There is a list of allowed role names in the database Only these names can be used in the branch role box on the spreadsheet This helps to ensure consistency in the membership list If a branch needs a genuinely new role you can add it by choosing Edit and Role Names This shows the existing role names in alphabetical order Type the new role name in the last row and click Save or click anywhere else to get a new row if you want to add more than one role Role names can only contain letters spaces or amp otherwise they will be rejected You can also delete an existing role name if it is not in use by clicking the X at the beginning of the row Click Save to save your changes Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 13 4 Magazine A copy of the Recorder Magazine is sent to each active member two copies to each active organisation A member automatically becomes active when they join or renew their subscription A member who does not renew continues to receive the magazine for a time but at some point each year all members who have not renewed need to be made inactive There is a button Update Inactive Members to do this Changes to members active or inactive status are not sent to Recorder Music Mail immediately Instead there is a button Update Subscriptions T
15. e so you can scroll it horizontally and vertically You can also resize any column by hovering the mouse in the header row between columns until it changes to a double arrow and holding down the left button or touching the screen shows a double vertical bar Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 7 Tithe First i i atag Harner ranri J ig DPBS PIR Pork Pla ee r B Mt oy i e and then dragging it left or right The table shows current and past members of the branch In the first row Helga Bogish Francis has not yet re joined so her membership status last year is shown in parentheses In the second row Alex Brooks has already re joined this year so the Cur box is ticked her membership status F the subscription date and her SRP and branch subscriptions are shown The R box is not ticked because she paid a full not reduced subscription She has not made any donations so the columns for NYRO WBF general and concerto donations are blank The remaining columns list all her personal details and branch roles if any The details are the same as on the branch spreadsheet except that the Reduced Subscription Gift Aid and Consort Teacher boxes are replaced by checkboxes R Reduced Subscription G Gift Aid C Consort and T Teacher Phone Email G C T Qual N Branch role 0118 946 3928 jrepmatsrebbur sky com Ae E Secretary 07866 429066 alexs
16. een if the member has an associate subscription at another branch and specifies this branch as the main branch It is yellow if the member has no current subscription or an associate subscription that does not specify a main branch It is red if the new member has an associate subscription that specifies a different main branch This last case may simply mean that the associate branch had the wrong information and ticking the match will not cause an error 4 Ifthe message is Ready to save then you can if you want check the spreadsheet and make any changes you think necessary If you do make any changes then you have a chance to check the spreadsheet before saving To help you check the spreadsheet is highlighted to show the precise changes that will be made as described in the section on Highlighting In addition the row currently being worked on is highlighted in pale yellow When you are satisfied that the spreadsheet is correct click Save Once the sheet has been saved you will get a message offering to make a new spreadsheet a Leave the checkbox ticked and click OK b Save the new spreadsheet c Open MakeSpreadsheets xlsm and convert the file to xls to send to the branch d You may also want to make a note of the subscriptions and donations due from the branch which are shown at the top of the spreadsheet 5 Ifthe message asks you to confirm changes it means that loading the spreadsheet would change or remove one or more ex
17. ember s details should appear in the Membership list and their magazine subscription This will either be blank or it will be one of the COS branches or NYRO It should be filled in for all members with reason P VP or L While the person is a member of a branch including COS this field is ignored If they are not a member of any branch however their details will not be shown in the membership list unless this field shows one of the COS branches in which case their details will appear under that COS branch Similarly if this field is blank the person will not automatically receive a magazine if it filled in then they will receive one and their branch number in the magazine mailing list will be 50 51 52 or 61 according to whether the entry is COS UK COS EU COS RW or NYRO To Add a Person To make a person an honorary member add then in the same way that you would add a person to a COS branch using the row marked at the bottom of the list When you have added the person choose one or more reasons by ticking the P VP or L box or typing in the Other field If this person should appear in the membership list regardless of whether they belong to a branch explicitly then fill in the List as field As you start typing in this field it will show the possible alternatives choose the one you want If the person is entitled to a magazine subscription by virtue of some connection with NYRO fill in NYRO here To Remove a Person You will notice
18. es If the new contact person is one of them click that name which will fill in that person s details Hotmail com Wi 47 00 12034 Mrs Audrey Evans 104 Lincoln Road Deepin i Note that the number is shown as changed meaning that the organisation has a different contact person but the person s details are shown as unchanged You can if necessary edit the person s details Again editing the surname will cause a prompt to check that you really intend to do that rather than changing the contact person If the person is not one of the possibilities shown click the new entry at the top of the list This will just fill in the surname leaving you to complete the new person s information tmail com W 47 00 new Evans To Add a new Organisation Go to the bottom of the table where you will see an empty line with a on the left Type the organisation s name email and website if there is one into the boxes As soon as you leave the name box the row is added to the table E Membership Orchestra W 47 00 To add the contact person follow the instructions above for changing the contact person type their surname into the surname box and choose either an existing person or a new one To Remove an Organisation If an organisation simply fails to renew their subscription there is no need to do anything at all If however for some reason you want to remove the organisation straight away then click the x in the left hand
19. f the corporate members I assume We have one more this year PostindexText currently contains the material such as the Bravo Bonsor advertisement that follows the index in the printed document OfficersText is the list of SRP Officers that appears on the inside cover Download Data Login to the membership system and on the Reports tab click Generate Membership List Data This will produce a file called something like SRP14_List_2015 02 01 srp Save this file to your list folder Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 16 Create Document In File Explorer go to your list folder Double click MembershipListlemplate dotm This will open a new Word document with the skeleton information in You may get a security warning that macros have been disabled in that case click Options and choose Enable this content In the QAT top left of the window you should see an icon representing a book Click this After a bit a window will appear asking you to Open the Saved Membership Data Choose the file you downloaded in the previous step and click Open Now you will see a window asking you to wait and showing what stage of processing it is up to When it finishes click OK You can check the document there and then or save it under any name you choose Proofread Document Make sure the document contains the information you would expect and that individual items for ex
20. his calculates changes to the magazine subscriptions since they were last updated and sends them in a spreadsheet to Recorder Music Mail RMM should update the spreadsheet with their reference for any new entries and return it to the membership secretary The returned spreadsheet should be entered using Accept RMM Updates The magazine tab shows the number of current magazine subscriptions If there are outstanding updates that have been sent to RMM but not yet acknowledged it also shows the number of subscriptions according to RMM and the number of outstanding updates Update Inactive Members You should use this button once a year shortly before the first magazine issue that should not go to members who have not renewed Clicking the button tells you how many members will be made inactive and you can then go ahead inspect the list of newly inactive members or cancel the operation If you choose to inspect the list then you will have to click the button again and then choose OK to carry out the operation After updating inactive members you need to Update Subscriptions to send the changes to RMM but you don t have to do that straight away Update Subscriptions This calculates the magazine subscription state for every member and updates a local subscription list It stores a spreadsheet of changes that affect active subscriptions and sends a copy to Recorder Music Mail and a copy to the user who requested the update It reports the number
21. ht or not but in either case the person has a different membership number from the organisation Both numbers are shown the organisation s on the left and the person s in the No column just before the person s title and name Not all person fields are shown just the address phone and email which may or may not be different from that of the organisation To Renew a Subscription Simply click the Cur box for the organisation To Change the Organisation s Details Edit the field you want to change You can only do this when the organisation has a current subscription To Change the Contact Person s Details If the organisation has the same contact person but that person has for example changed their address then just type the changes in The changed fields will be shown note that the person s number is of course not changed If you change the surname then you will be prompted to confirm this as with a new COS member chestra Recorder 1 Hotmail com W 47 00 10164 Ed Friday 22 Christmas Circle n k a nar IFT m 1 m a m mr r 6 Note that you can t change fields such as gift aid or consort playing that are not shown if these have changed they must be edited by the person s main branch To Change the Contact Person If the organisation has changed to a different contact person then clear the surname field and start typing the new contact s surname After a few letters you will see a list of possible match
22. isting subscriptions The potential changes are highlighted in orange with a grey background and the current values are shown underneath A new column headed contains a checkbox for each row in rows that need confirmation the checkbox is highlighted with an orange border If you tick the box the change will be carried out if you leave it unticked the change will be ignored In either case you have the opportunity to check the spreadsheet before saving it 6 If there are errors and you know what the right values should be you can correct the errors recheck the spreadsheet and then click Save as in step 3 Otherwise you may have to go back to the branch to find what the correct value should be for example if a postcode is invalid You can abandon the spreadsheet at any time before you ve saved it just by doing something else eg loading another spreadsheet or simply closing the browser or going to a different page Highlighting When loading a spreadsheet or editing on line each item is formatted to show what is going to happen grey normal text an unchanged item black normal text an item being added to the database black bold an item being changed in the database the eld value is shown struck through underneath black border a whose value is being changed the old value is shown as 1 ticked or O unticked below grey background an item being ignored the old value is shown in grey underneath blue italic an item whose value is ca
23. it was received some time ago The Central SRP subscription is entered automatically and shown in blue to indicate that it is system generated and can t be changed In this example the branch element of the subscription is also entered automatically based on the figure in the table at the top However you are free to change this figure if the member paid a non standard subscription for some reason If the standard branch subscriptions have not been entered then the member s branch subscription is initially blank You can enter a figure by hand if you wish but it is entirely at the discretion of the branch and not obligatory If the member gave donations enter them in the appropriate boxes Whenever you make a change to a line in the table the x at the beginning of the line changes to the backward arrow that you see in the first line Clicking that allows you to undo all the changes you have made to the line To Change a Person s Details Simply type the new details in the relevant field or click the relevant checkbox New text will appear in bold and the old value is shown struck through below Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 8 No Tithe First ep 10025 Mrs Clare When entering telephone numbers you can give one or two numbers If you enter two separate them by acomma Each number can contain spaces if you wish UK numbers should start w
24. ith zero overseas numbers should start with and the country code You can only change details such as name or address if the person has a current non associate subscription to your branch You can of course change the branch role of anyone since that is a matter for your branch alone If a person has more than one role separate them by commas If you try to change or remove an existing subscription you will be prompted to confirm the change You seem to be trying to change an existing subscriptions If you really intend to do this click OK Ifthis was a mistake click Cancel To Add a New Member Go to the bottom of the table where you will see an empty line with a on the left Start typing the person s surname into the Surname box After you have typed a few letters you will see a list of people in the database whose names start with what you have typed new eva 10450 Angela Eva CHG Acorn Rise Townsend Randwick Stroud Glos 12034 Audrey Evans PET 104 Lincoln Road Deeping Gate Peterborough 11509 Chris Evans SDN 177 Vale Road Seaford East Sussex 10725 David Evans DEV 45 Burnards Field Road Colyton Devon 11207 John Evans MAN 40 Catterick Drive Little Lever Bolton 12113 Martin Evans NEW 35 Queens Road Jesmond Newcastle upon Tyne 11510 Pat Evans SDN 177 Vale Road Seaford East Sussex 10649 Richard Evans BNH 11 The Furrows Luton leva ja Each person s branch is shown in parentheses if they don t have
25. lban rm lec in Mand Abim earl However it may report errors for example if you have omitted a required field or typed an invalid membership status In that case click OK and find the errors which will be highlighted in red Margaret Jones M F 6 10 2014 27 50 missing Here for example the user forgot to type an address for the new member Correct the errors and click Save again Known Deficiencies At the moment you can try to change the personal details of associate members However these changes will be ignored since only the main branch can change a person s details Editing COS membership Editing COS membership is exactly like editing a branch except that there is of course no branch subscription and no branch role Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 10 Editing Affiliated Organisations and Corporate Members This is similar to editing COS members Organisation Email Web Cur SubSRP No Title First Surname Address x 10096 Aberdeen Chamber Recorder Orchestra Recorder 1 Hotmail com L 10164 Ed Friday 22 Yule Square r i i a rma anne gs as f i re b The differences are 1 There are fields for organisation name email and website address 2 There is no membership status date of subscription or donation information 3 The personal details shown are for the contact person for the organisation This person may be a member in their own rig
26. lculated by the system strikethough anttentthaHs going to be deleted orange grey background an item thal is being ignored because it needs confirmation orange border a that is being ignored because it needs confirmation and also the confirmation checkbox itself if it has not been ticked red an item in error pale yellow background the row currently being worked on Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 4 General Notes Spreadsheet processing only allows personal details to be changed by the main branch not an associate branch It is the main branch that is responsible for the SRP subscription and therefore it is responsible for the definitive information about a person A corollary of this is that a branch cannot change the personal details of someone who does not have a current subscription So changes of personal details are ignored if the membership status is A or N or of course X Of course any branch can always change the branch role of a member since that is a matter for the branch Known Deficiencies The spreadsheet highlighting is not dynamic when you change an item the highlighting does not change until you click Check Spreadsheet The matching process probably needs tuning At the moment it shows at least one match if it can find any matches at all even if it is a long way from the new member This is an attempt to avoid missing possible matches bu
27. mary statistics Generating the data for the Membership List List Treasurer for each branch 5 Check Database to make sure it is consistent and up to date Gift Aid To generate a claim for Central SRP subscriptions and donations click the Central radio button and choose all in the drop down list Then click Get Spreadsheet To generate a claim for branch subscriptions for a single branch click the Branch radio button and choose the branch from the drop down box Then click Get Spreadsheet To generate claims for branch subscriptions for all branches click the Branch radio button and choose all in the drop down list Then click Get Spreadsheet This generates a zip file containing a spreadsheet for each branch that has recorded branch subscriptions eligible for gift aid Branch Subscriptions The spreadsheet is in a text format called csv that can be used with any spreadsheet program It has an entry for each member who has signed up for gift aid The entry shows the date and amount of the branch subscription If you claim gift aid on less than the full amount of the branch subscription you will of course have to adjust the amount accordingly To complete the gift aid schedule for branch subscriptions follow these steps 1 If you have not already done so download the Gift Aid schedule from htto www hmrc gov uk charitiesschedules giftaid htm choosing the correct version for your software Excell or Libre Office 2 Open the gift
28. nisations can be honorary members XNotHon Only living people are honorary members HonActive If an honorary member has a default branch then they are always active ie receive the magazine regardless of branch membership SubMatchesPOrgType The subscription is of the appropriate type for a person or organisation SubMatchesHon If a person s memStatus is L or LH that person must be an honorary member OneRealSub A member can have only one membership in a given year not counting associate membership NoTentativeWhenReal This is a purely technical check on the way that associate membership is handled hInHousehold For every member with membership status h there must be a corresponding H or LH member HouseholdHasMembers If a person has an H or LH membership there must be at least one other person with a corresponding h membership HouseholdsDistinct No two H members in a year have the same address RolesKnown All branch and SRP roles are in the list of allowed role names Completeness Checks AssociateHasFull When all subscriptions for a year complete An associate member must have a real subscription to another branch MagPersonActive When magazine up to date lf a person is active and does not have an h subscription they has an active magazine subscription to their own address MagHouseholdActive When magazine up to date Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP
29. nted information and finalise the formatting 7 Create pdf or whatever needs to be sent to the printer Each of these steps is explained in more detail below To make sense of the details though you need to understand the a p ee iY Membership List Structure The membership list is made up from three different kinds of information 1 Fixed information that doesn t vary from year to year the logo title objectives document description and so on This is all stored in the template Membership Template dotm 2 Variable information that changes from year to year but isn t stored in the database text about NYRO advertisements and so on Each piece of variable information is stored in a text file such as CorporateText docx which contains the advertisements from corporate members 3 Database information branch and COS lists orchestras corporate members and so on Edit Text You will need to update the following files each year that the list is produced OrchestrasText to update the information about NYRO assuming we still want that there Actually the entry for NYRO in the table above is not generated from the database In fact it s stored in the template for now but probably shouldn t be wasn t sure whether that needed to be included in the table at all given that there is also text about NYRO but if it is need to think of a better way of including it CorporateText needs the current advertisements for each o
30. o Keep with Next When you have finished formatting the document the page numbers in the contents list will probably need to be updated Select the whole document and press F9 to update them Now save the document List Treasurer for each branch Clicking List produces a spreadsheet of the name eMail and telephone of each branch treasurer If you want you can list other branch officials by typing the role name such as Chair or Secretary instead of Treasurer As you start typing you will see a list of possible roles to choose from Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 17 Check Database Clicking Check Database checks some rules that the database should obey if it is consistent and complete For each rule it either reports OK or it reports Fail and gives a table each row of which shows a case where the rule is broken These reports are primarily intended for the system maintainer not for users The first rules checked are consistency rules that should always hold any violation is an error in the software The final rules are completeness rules that only hold once a complete set of membership records and magazine entries has been processed Violation of these rules might indicate that the some action is needed by the user Consistency Rules PersonOrOrg There is no confusion in the database between people and organisations OrgNotHon Only people not orga
31. o save the xls version too for human readability In the Load lt file gt Browse control click Browse and find the csv file you saved in step 1 and click Open This will do one of two things a Display a list of new members that the system thinks may match existing members b Display the spreadsheet highlighting the changes that will be made as described in the section on Highlighting If there are no errors there will be a message Ready to save If there are errors the message will be There are errors in the spreadsheet If the system displays a list of matches for new members check whether each entry really does match the suggested existing person If so tick the entry otherwise untick it When you click OK the spreadsheet will be displayed as in 2 6 and you can go then go to step 4 or 6 For a member to match they must have a surname that sounds like the new one a similar forename and either a similar email address or a similar postal address Matches are displayed in order of closeness to the new member The fields that are different from those of the new member are highlighted When a match is ticked the fields in the new member that differ from the ticked match are also highlighted In addition matches are classified according to the membership status as plausible green possible blue and wrong red A match is always classified as wrong if the member already has a subscription to this branch This is always an erro
32. of the year Make Final Adjustments Only once all the tables are correct you may need to make some manual changes to the formatting First remove information where people there are red instructions from Name Only You need to follow the instruction for example remove just the email field or whatever and delete the instruction itself The only other formatting adjustments you ought to need are 1 Ifa single cell overflows unnecessarily you may be able to adjust its size to accommodate the text To adjust a cell on a single line select the whole cell and drag its left or right boundary 2 You may want to adjust the page breaks The program tries to paginate correctly if a table would have fewer than six members it will start on a new page and if it would leave fewer than three members at the top of a new page it will break earlier to avoid this These numbers can of course be changed if you want if you would prefer different rules If the result is not satisfactory then you will probably want to force a table on to a new page Do not try to do this by inserting a page break the table won t start in the right place if you do Instead put the cursor in the space between this table and the preceding one and change the style which should be separator to sepPage If for some reason you want to break within a table then select everything from the row you want to break before to the end of the table then set the paragraph format t
33. r but it can happen if a branch erroneously submits data based on an old spreadsheet where they have not included the newly allocated membership numbers In that case only it is right to tick the matches A match is ticked by default if it is the only match found it is considered close enough to be plausible and it is not classified as red Associate members If the new member is an associate member then the highlighted fields in each match are shown in bold This is because the existing member s details take precedence over the new details Since only a main branch can update a member s personal details If the spreadsheet specifies a main branch for example A OXF the classification is green if the existing member is indeed a member of that branch and red if they are a current member of a different branch otherwise yellow Note that if you tick a red match there will be an error shown when the spreadsheet displays because of the mismatch between the specified and actual branch You can clear this error by deleting the specified branch If no main branch is specified the classification is yellow Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 3 Full members If the new member is a full member then the highlighted fields in each match are shown in grey strikethrough because they will be overwritten by the new information The match is classified as gr
34. t is probably annoying Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 3 Edit Introduction The edit tab is for updating the membership records directly without using spreadsheets Initially it looks like this Spreadsheets Edit Magazine Reports Help Click the drop down box on the left to get a list of what you can edit Branch 7 COS UK COS EU COS RW NYRO Affiliated Organisations Corporate Members Honorary Members SRP Roles Role Names There may be fewer items in this list depending on what you personally are able to edit All editing behaves in roughly the same way although there are small differences between the different choices Editing a branch typical so will describe that process and then in later subsections describe only the differences for other choices Society of Recorder Players 2014 2015 User Manual docx 1st September 2015 SRP Membership System User Manual 6 Editing a Branch General Click the drop down box on the right to get a list of branches you can edit Branch o KNT LEI LIN LON MAC MAN MDH NCO NEW NFK NLO NOT NUN OXF PET ROX SCO SDN When you click the selected branch the screen will contain something like this Branch OAF Save Subs L F H 5 A PAYMENTS Prev Subs Don Total Branch 71 50 35 00 7 00 21 50 21 50 21 50 SRP 0 00 23 50
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