Registration Status for Family

Transcription

1 Registration Status for SOP# Title: Description: SOP Details: DSB-1001 Recording family status This standard procedure outlines the process that should be followed when a parish is adding or modifying a family s Registration Status and. There are several scenarios that could occur within a parish that must be identified and properly recorded in the ParishSOFT software. Keep in mind that how we define a registered family to a parish as a Diocese is not the same in the ParishSOFT software. The terms and Un- have two meanings: 1. The first is what they mean to us as a Diocese 2. The second is what they mean in the ParishSOFT program Below is the definition to us as a Diocese: : This is a family that fills out a registration form at the parish which states that they would like to become a registered family at the parish. Un- : This is a family that tells the parish that they no longer want to be a registered family at the parish. Before we can relate the above definitions to the ParishSOFT software we need to understand some items in the ParishSOFT software: In the ParishSOFT software currently there is: a check box for Currently family a text box for Parish of Registration a drop down box for These will look like the following at the parish level: In the ParishSOFT software a particular can only have the check box Currently at one parish at a time and this parish is then listed in the Parish of Registration text box, however they can then be listed at other parishes with this check box being un but the Parish of Registration will be listed as the parish that has the check box Currently and they will only be able to change certain items with that family. Page 1 of 7

2 Then the dropdown box can then be set for that family regardless of the status of the check box Currently So in general: Currently family check box if indicates that this is the parish of registration and that this parish that controls the information for this family if uncheck indicates that this families information is controlled by the Parish that is listed in the Parish of Registration text box. dropdown box will give one of the following statuses to a family: Explanation Currently family check box selection Active: This family is involved with this parish This family is registered to this parish but has another primary parish Inactive: Indicates that the family is registered but not actively involved at parish Inactive Indicates that the family is not registered to this parish Currently not be for this Indicates that the family is registered but not actively involved at parish Invalid Address: indicates that the address is no longer valid indicates that the address is no longer valid School Only: Currently not be for this They are listed only because they are at the school to this parish (These (These Page 2 of 7

3 Ministers Only: Currently family check box selection Explanation Currently not be for this indicates that they are listed only to be ministers at the parish Staff: Currently not be for this Religious Ed Only: This indicates that the family is only listed in your data because they have a member that is part of your staff. If this family is considered registered to your parish then the family group should be something else. Currently not be for this They are only listed to go to Religious Ed Visitor: Currently not be for this Sacrament Only: Only listed because they visit the parish on occasion and need to be in the data Currently not be for this Listed because they received some type of sacrament to this parish (These (These (These (These (These Page 3 of 7

4 w we can relate the Diocese definition to the ParishSOFT software: To Prevent Duplicates: Currently family check box selection Explanation Contributor: Currently not be for this Listed because they made a contribution to the parish and parish wants to record it Archived: Currently not be for this Families added to data to record there sacramental records Moved Currently not be for this Pastoral Center Added Indicates that the family physically moved to an aria way outside parish boundaries Currently not be for this Indicates that the family was added to the parish because they gave a pledge to the DDF Campaign. to this parish (These As you read through the following information on how to do this please keep in mind that these steps are there to help prevent duplicates from being created in our data both at the Parish and at the Pastoral Center. Please exercise due diligence when performing this steps. A little extra time now saves a lot of time later. (These (These (These Page 4 of 7

5 In general a registered family can be marked in several ways but before you can set these settings for a family the family has to be in your database. If they already are then you can skip to the next section. If they are not then you have to add the family. In the add family screen it is important to make sure your computer is connected to the Pastoral Center so that when you type in some basic information about the family (Last name, first name & city) it will show you possible matches from across our Diocese. If no one shows on the list when you hit search this can mean that no one matches your search results or that you are not connected. It is important to know if you are connected or not and the best way to tell that you are connected is that you will see a list of names show up in the results area below the search criteria. You may see families that are shown in three different colors: Green indicates that they are a family in your database that is registered to your parish Pink indicates they are a family in your database that is not registered to you database Black means they are a family that is not in your database but is at another parish in our Diocese If you are seeing families that are colored black then you know you are connected to the Pastoral Center. If you don t see any families colored black and you are not sure if you are connected to the diocese then you can make a more generalized search by taking off the city information and you can reduce the last name and first name text boxes to as few as the first three characters and search again. If you still do not see any families that are colored black please call Eric Kuske at the Pastoral Center (909) to help resolve this. Once you have established that you are connected to the Pastoral Center the results list below the search criteria will show you possible matches. If nothing shows you may want to clear the city and reduce the number of characters to as few as three in the last name and first name to ensure that the family does not exist before adding a new family. Also this may be done to ensure that someone did not accidently spell the name wrong. Please exercise the concept of due diligence when looking for a family. Also if you are not sure that the family listed is the family you want then it is better to add a new family again please exercise due diligence. If you find that there are duplicates then you will need to follow the instructions for how to combine duplicates together. If you do find the family and it belongs to another parish then there are two ways you can add the family to your parish. 1. The family can be added as a registered family to this parish and that will automatically change the family to unregistered from the other parish Page 5 of 7

6 2. The family can be added as an unregistered family to this parish and to indicate that they are registered the family group would be set to Active. So in this case you want to know if that family considered your parish as the parish of registration or the other parish and that will help you determine how to pull the family into your parish. The following example scenarios show how a person may be represented at the Parish with the ParishSOFT software. Currently Parish of to this Scenario Registration parish 1. Active registered family at this Parish only Active This parish 2. Active registered family at this parish and other parish(s) but considers this their primary parish Active This parish 3. Active registered family at this parish and other parish(s) but this is not their primary parish 4. n registered family that contributes and you want to record their contributions 5. Visitor, active in other church 6. Clergy, religious, not registered? We currently don t have this family group in our db but it can be added do we need this? Active Contrib utor Visitor Clergy / religiou s Primary Parish Primary Parish Page 6 of 7

7 Scenario 7. Staff that is an active registered family to this parish should be treated as above in scenarios 1, 2 or 3 8. Staff that is not a registered family to this parish 9. All Members in family are deceased Currently If then uncheck Staff Inactive Parish of Registration Depends on if they are in another parish s Database already Depends on if they are in another parish s Database already to this parish If there are questions or errors that come up as you are entering in this data please call ParishSOFT at and dial 2 for support or or call Eric Kuske at the Pastoral Center (909) (ekuske@sbdiocese.org) to resolve before continuing. Page 7 of 7