PACS - Human Edge Members User Guide.pdf · Tribal SchoolEdge Level 1, 17 Madden Grove RICHMOND VIC 3121 Support Centre: Web: Email: [email protected]

pacs1.1

PACS

Family & Members

User Guide

Tribal SchoolEdge

Level 1, 17 Madden Grove

RICHMOND VIC 3121

Support Centre:

Web: https://support.schooledge.com.au/ Email: [email protected]

Tel: 1300 301 931 (calls from Australia) or +61 3 9690 5044

© Human Edge Software Corporation Pty Ltd, Melbourne 2016

SchoolEdge is a registered Business Name of Human Edge Software Corporation Pty. Ltd.

Human Edge Software is a member of the Tribal Group

Date: 19 May 2017

PACS Family and Members User Guide Page 3 Copyright: Human Edge: August, 2008 Screen Images from version 5.0.1561

Table of Contents

PACS ....................................................................................................................... 4 Document Overview ............................................................................................... 4

PACS Overview ......................................................................................................... 5 Overview .............................................................................................................. 5 Logging into PACS .................................................................................................. 6 PACS Screen ......................................................................................................... 7 People Menu .......................................................................................................... 8 PACS Database Structure ........................................................................................ 9

Searching for Records .............................................................................................. 11 Overview ............................................................................................................ 11 People Forms ....................................................................................................... 12 Search Methods ................................................................................................... 15 Searching for Groups ............................................................................................ 22

Viewing Family Groups ............................................................................................. 23 Overview ............................................................................................................ 23 Member Perspective ............................................................................................. 24 Family Perspective ............................................................................................... 25

Entering People Records ........................................................................................... 26 Overview ............................................................................................................ 26 Data Fields .......................................................................................................... 27 New Member for an Existing Family ........................................................................ 30 New Family and Members ...................................................................................... 33 Adding Further Details .......................................................................................... 37 Linking a Member to a Family ................................................................................ 39

Data Entry Rules ..................................................................................................... 44 Overview ............................................................................................................ 44 Entering Phone Numbers ....................................................................................... 45 Editing Drop Down Lists ........................................................................................ 47

Working with Member Records .................................................................................. 51 Overview ............................................................................................................ 51 Editing Family/Member Records ............................................................................. 52 Archiving Families/Members .................................................................................. 53 Global Changes .................................................................................................... 62

Ministries ................................................................................................................ 65 Overview ............................................................................................................ 65 Ministries on the Member form ............................................................................... 66 Quick Select Ministries .......................................................................................... 67

Member Notes ......................................................................................................... 70 Overview ............................................................................................................ 70 Family/Member Notes ........................................................................................... 71

Exporting ............................................................................................................... 78 Overview ............................................................................................................ 78 Exporting from Forms ........................................................................................... 79 Basic Enhanced Export .......................................................................................... 84 Quick Merge ........................................................................................................ 89


PACS

Document Overview

The Manual This document is a ‘Guide’ to steer you through the use of PACS for

managing Family and Member records. Make notes and highlight key

areas to help yourself retain information, or remember where to refer

back to for information.

Format This User Guide is broken into chapters. Each chapter gives an overview

and then step by step instructions.

Use of Guide This manual is designed to give you step by step instructions for a

particular function within PACS.

Conventions In this User Guide, you will find some of the following conventions:

BLUE TEXT This text highlights PACS keywords.

Text separated by arrows. Example PEOPLE MEMBERS.

This means, from the PEOPLE menu, select the MEMBERS

item.


PACS Overview

Overview

Introduction It is important to understand not only how to log into PACS, but to

understand the screen layout, how the database structure works and how

the records are linked together.

Contents This chapter contains the following topics:

Topic See Page

Logging into PACS 6

PACS Screen 7

People Menu 8

PACS Database Structure 9


Logging into PACS

Introduction When using PACS at your Parish, logins can be setup for each user, which

consists of a username and password. Different levels of security can be

assigned to each user so they can only access the features and functions

that are relevant to them.

Step by step Follow the steps in the table below to log into PACS.

Step Action

1 Double Click on the PACS icon on the desktop.

Result: The PACS login screen will open.

2 Enter USERNAME and PASSWORD.

3 Click on LOGIN.

Result: PACS will open.


PACS Screen

Introduction The PACS screen is initially menu driven to select the required functions

or modules. Once you have opened a form, there are further options and

functions available.

The Screen The main menu we will be using for entering and maintaining Member and

Family records is the PEOPLE menu. The other menus refer to the

financial, the registers, the reporting and the maintenance aspects of

PACS.

TITLE BAR with

version number

and database

name.

MENU BAR

giving access to

all PACS menus.


People Menu

Introduction The People menu gives access to features, functions and modules that

relate to the ‘people’ in PACS. These may relate to:

• Members

• Families

• Exporting ‘people’ records.

In this User Guide we specifically deal with Members and their Families.


PACS Database Structure

Introduction It is very important to understand the database structure and how the

records are connected.

This can be simplified by the following flowchart:

Family The FAMILY record is the fundamental grouping to which parishioners

are attached. This holds details that apply to the household, often a

nuclear family of parents and children. Family and household details

related to the whole group.

Example

Family Name: Smith

Family Address: 12 Jones Street, Melbourne 3000

Family phone number: 03 9999 9999

Other details such as Parish zone and ethnicity and so on can also be

recorded in the Family details.

Members Each MEMBER of a family relates to the group by a family role. A

member who is a child in one family may grow up and remain in the

parish to become a parent in their own family. Each family is made up of

a group of individuals and a member may belong to more than one family

with different Family roles in each. The database structure allows the

parish to capture the evolving nature of these relationships over time and

use the knowledge in ongoing pastoral care.

Many details may be recorded about the involvement of the individual in

the life of the parish.

Continued on next page

Family

Hold central Family details

Members Many members may belong to a family.


PACS Database Structure, Continued

Contacts If an individual is not a parishioner, they may be recorded in the database

as a CONTACT. This type of record also allows you to record the details

of organizations which are important to the parish. Contacts may be

involved with the parish in a variety of ways and recording them in the

system allows for the ease of communications.


Searching for Records

Overview

Introduction There are many methods of searching for records, whether they are

Member or Family records. The search methods used are applicable to

most forms within PACS.


Topic See Page

People Forms 12

Search Methods 15

Searching for Groups 22


People Forms

Introduction The PEOPLE forms include the following forms:

• Member

• Family

Each menu option takes you to the same People form, but to the appropriate MAJOR tab. This means that you can stay in the PEOPLE

form and swap between tabs, rather than going in and out of the menu.

Step by Step Follow the steps in the table below to access the various People forms.

Step Action

1 Click on the PEOPLE menu.

2 Select:

• Member

• Family

Result: The selected form will open.



People Forms, Continued

People Form

ADD, VIEW and EDIT – radio buttons top left corner. Whenever you

want to perform a function, whether it is to ADD a new record, VIEW an

existing record, or EDIT an existing record, select the option here first.

The MINOR tabs change depending upon the major tab you have

selected.

The TAB key on the keyboard can be used to move through the fields on

the form.


Major Tabs

Minor

Tabs


People Forms, Continued

Common Buttons

The following buttons are common to each PEOPLE form.

Find Enter search criteria and click on FIND to

search for records.

Undo Will UNDO the last actions performed. Takes

you back to the point when the record was

last saved.

Save Will SAVE changes made to the record.

Exit Will close the PEOPLE form.


Search Methods

Introduction There are several methods that can be used in searching for records, or

groups of records. The methods of searching that we use in the MEMBER

form are the same for the FAMILY form.

Use the Binoculars

Follow the steps in the table below to use the binoculars to find a Member

record.

Step Action

1 Ensure you are in the MEMBER form.

2 Click on the binoculars button on the toolbar.

Result: The MEMBER LOOKUP form will open.

3 Click on the alphabetical tabs to view surnames that begin with

that letter.

4 Double click on the required name

Or

Click once to select the name and click on the SELECT button.

Result: The selected record is shown in the form.



Search Methods, Continued

Starting a search

Follow the steps in the table below to search for a record.

Step Action

1 Ensure the MEMBER major tab is selected on the left side of

the form.

2 Select VIEW on the left side.

3 Enter the search criteria.

4

Click on or press n on your keyboard.

Result: The first Member in the database matching the criteria

will be displayed. The total number of Members found

according to the search criteria will be displayed

in the bottom right corner of the form.




Starting a search (continued)

Step Action

5 Use the NAVIGATION BUTTONS on the toolbar

or use the n function key to scroll through the Member

names.

Note:

n displays the next Member in the database and

jn displays the previous Member in the database.

Search for ALL

Members Follow the steps in the table below to view ALL Members.

Step Action

1 Ensure the MEMBER form is clear to start your search.

If necessary, click on to clear your form of data.

2

Click on on the left side of the form.

Result: ALL Members in the database will be found. The first

Member entered in the database will be displayed. The total

number of Members found according to the search criteria will

be displayed in the bottom right corner of the

form.

You are currently viewing these records in the form or FORM

VIEW.




TABLE view TABLE VIEW displays a list of all Members in a table format.

Step Action



Ensure VIEW is selected.

2 Click on the TABLE VIEW button on the toolbar.

Result: ALL Members will be listed in a table format.

Note: If you have entered search criteria and then clicked on

TABLE VIEW, only Members that meet the search criteria will

be listed.

The TABLE VIEW button is a ‘toggle’ that swaps you between

TABLE VIEW and FORM VIEW.

3 Select the required Member by double clicking on their name,

OR

click on their name and press Enter.

Result: The selected Member’s details will be displayed on the

MEMBER form.




SORTING in Table View

While in TABLE VIEW the names can be sorted by any column in the

table.

Step Action

1 Whilst in TABLE VIEW, RIGHT click anywhere on the column

that you wish to sort by.

Example: To sort by surname, right click on the surname

column.

Result: A shortcut menu will appear.

2 Select SORT ASCENDING or SORT DESCENDING from the

shortcut menu.

Result: The list of records will now be sorted according to the

option selected.

Search by FULL Name

Follow the steps in the table below to search for a specific Member by

FULL name.

Step Action




2 Click in the FULL NAME field and enter the Member’s first and

last name (with correct spelling).

3


Result: The search results will open in the form.




Search by LAST Name


LAST name.

Step Action




2 Click in the FULL NAME field and enter the Members’ last

name only (with correct spelling).

3



Search by Member

INITIALS


their INITIALS.

Step Action




2 Click in the FULL NAME field and enter the Member’s initials

with a space between the two letter i.e. S G

3






Search when not sure of

name

There are times when you are not sure of the member’s name. The

following search criteria could help.

Criteria Result

Chloe *

name, space, asterisk

This will search for all Members with that first

name, e.g. Chloe.

em *

letters, space, asterisk

This will search for all first names that begin

with those letters, e.g. Em will find Emma and

Emily.

ca This will search for all surnames that begin

with those letters, e.g. Ca will find names

such as Cain and Cameron.

m?n This will search for surnames that being with

the first letter, then one unknown character,

and then the second letter, e.g. m?n will find

names such as such as Mansbridge,

Monaghan, Monas.


Searching for Groups

Introduction You can search not only for individual Members or records, but also for

groups of Members or records, such as all families in a particular street,

or members in a particular group or with a particular flag. This means

that you can export that group, or make a global change to that group.

Step by Step Follow the steps in the table below to search for a group of Members.

Step Action




2 Enter the required search criteria for the group of Members or

records.

This example shows criteria to search for all Males who are

Married.

3



4

Use the navigation buttons or n on your

keyboard to scroll through the records.


Viewing Family Groups

Overview

Introduction There are several ways of viewing how the FAMILY and MEMBER linked,

or related. This means you can:

• Look up a MEMBER and view the family group.

• Look up a FAMILY and view the family group.


Topic See Page

Member Perspective 24

Family Perspective 25


Member Perspective

Introduction Viewing a family group from the MEMBER perspective means finding a

MEMBER record and viewing the family group.

Step by Step Follow the steps in the table below to view a family group from the

MEMBER perspective.

Step Action




2 Search for and locate the required MEMBER.

3 With the Member details on the form, click on the GROUP

minor tab (this may already be selected).

Result: The FAMILY STRUCTURE for that Member will be

shown at the bottom of the form.

Note: This Member is a member of 2 different families. He is

the Head of his primary family, and an adult brother of his

secondary family.


Family Perspective

Introduction Viewing a family group from the FAMILY perspective means finding a

FAMILY record and viewing the family group.

Step by Step Follow the steps in the table below to view a family group from the

FAMILY perspective.

Step Action

1 Click on the FAMILY major tab.

Ensure the FAMILY form is clear to start your search.



2 Search for and locate the required FAMILY.

Tip: The same search methods apply to both PEOPLE forms.

3 With the Family details on the form, click on the GROUP minor

tab (this may already be selected).

Result: The FAMILY STRUCTURE for that family will be

shown.

Note: The HEAD of the Vincent family is also an ADULT

BROTHER in the Caller family.

4 Double click on a MEMBER name to go to their major file.


Entering People Records

Overview

Introduction There are 2 main scenarios for entering new PEOPLE records. You can

enter a:

• New Member for an existing Family.

• New Family and Members.

You can also add further details for a Family or Member, as well as linking

a Member to a Family.


Topic See Page

Data Fields 27

New Member for an Existing Family 30

New Family and Members 33

Adding Further Details 37

Linking a Member to a Family 39


Data Fields

Introduction Both the Family and Members forms have fields for data to be entered. A

description of fields on both forms is detailed below.

Family Form

Standard Designated Fields:

Mail to name on labels, reports,

formal salutation

special format option

on the right click menu

Greeting familiar salutation, in some reports, used within giving receipts and statements

Address residential and mail address Use the residential

address if there is only one address that serves both purposes

Phone family or silent

Parish zone Create a list of your own parish zones to select for each family

Ethnicity Customize to the ethnic groups in your parish if known

Residential structure Can be used to describe the

households in your parish if known

Parish specific fields:

Remarks Create a list of family characteristics

Included on the family member list



Data Fields, Continued

Member/Giver Form

Standard, designated fields:

Full name Name on member labels, reports

Use of preferred name

Date of birth Calendar control Age calculated automatically

Other Address If you need to record a

different address for a family member

Use this for an address

for a contact who is not a member of a family

Phone Business, fax, mobile, email Each member may have different phone

numbers of these types

Religion Editable list to suit the parish

Marital status Editable list to suit the parish

Source Used for how the information was obtained. Editable list to suit the parish

Used principally for fundraising campaigns.

Giving result Result code of a fundraising campaign. Editable list to suit the parish

Country of birth Editable list to suit the parish

Language Editable list to suit the parish

Ethnicity Editable list to suit the parish

Occupation Editable list to suit the parish

Employer

School School attended Schools can be designated as local parish schools for mail

distribution purposes.

Year Grade level of students

Date of death Can be relevant for pastoral care.

Deceased flag Can be used alone if date is unknown



Data Fields, Continued

Member/Giver Form (continued)

Parish specific fields:

Remarks Create a list of member characteristics

Group Editable list to suit the parish An alternative grouping to zone. Perhaps mass centre or school and non school families

Sacraments Tab For entering details of

sacraments not part of the register of this parish

Sacraments performed

in this parish are recorded in the appropriate register and are displayed here if linked to the parishioner


New Member for an Existing Family

Introduction A new member for an existing family is a Member who may be a new

baby to a family, or a new spouse. Therefore the family already exists at

the Parish and within PACS.

Step by Step Follow the steps in the table below to enter a new Member for an existing

family.

Step Action

1 Select PEOPLE FAMILIES

Result: The Family form will be displayed.

2 Locate the existing FAMILY to add the new member to.

Hint: You can use the binoculars on the toolbar to open the

FAMILY LOOKUP form.



New Member for an Existing Family, Continued

Step by Step (continued)

Step Action

3 With the Family details displayed, click in EDIT in the top

left corner.

Click on the ADD MEMBER button.

Result: The New Contact form is displayed.

Note: This will link the CONTACT to the FAMILY, as noted in

the title bar at the top of the form.



New Member for an Existing Family, Continued


Step Action

4 Enter the following details for the new MEMBER.

• Full Name (mandatory)

• Date of Birth

• Gender (mandatory)

• Telephone Number, and

• Family Role (mandatory)

5 When all details are complete, click on Save on the left side of

the form.

Result: The new MEMBER is saved, and the form is cleared,

ready for you to enter another member for the selected family

if necessary.

6 To see the FAMILY group, with the new linked MEMBER (and

if you DO NOT want to add any more new members), click on

the FAMILY tab.

Result: The Family with the new member is displayed.


New Family and Members

Introduction A New Family and Members needs to be entered when a new Family

comes to the Parish.

Step by Step Follow the steps in the table below to enter a new Family and Members.

Step Action

1 Select PEOPLE FAMILIES

Result: The Family form will be displayed.

2 Click in ADD in the top left corner.

3 Enter the details for the new FAMILY.

Note: The Mail To and Greeting can be entered manually, or

added using a shortcut. To use the Mail To and Greeting

shortcut, leave the fields blank and follow the steps on page 35

Mail to and Greeting.



New Family and Members, Continued


Step Action

4 When the FAMILY details are complete, click on SAVE on the

left side of the form.

Result: The New Contact form is displayed.

5 Enter the first MEMBER for the FAMILY ensuring you enter:

• Full Name, including Mr/Mrs (mandatory)

• Date of Birth

• Gender (mandatory)

• Telephone Number, and

• Family Role (mandatory)

6 When all MEMBER details are complete (for the first member),

click on SAVE on the left side of the form.

Result: The new MEMBER is saved, and the form is cleared,

ready for you to enter another member for the selected family.

7 Enter the details for the second MEMBER.

SAVE when all details are complete.





Step Action

8 When all members have been added, make sure you click on

the CANCEL LINK button.

Result: The adding members process is stopped, and you will

be returned to the FAMILY form.

Mail to and Greeting

When you have saved a Family with Members, you can then go back to

the Family record to add in the MAIL TO and GREETING.

Step Action

1 After the Family and Members have been saved, and you have

been returned to the Family form to view the Family details,

click in EDIT.

2 Click with your RIGHT mouse button on the MAIL TO field,

and select FORMAT.




Mail to and Greeting (continued)

Step Action

3 Select the FORMAT you wish to use. The names in the format

form are a sample only, the real Family and Member names will

be used.

4 Click on OK.

Result: The selected Format is inserted in the MAIL TO field.

5 Click with your RIGHT mouse button on the GREETING field,

and select FORMAT.

6 Select the FORMAT you wish to use. The names in the format

form are a sample only, the real Family and Member names will

be used.

7 Click on OK.

Result: The selected Format is inserted in the GREETING

field.

8 Click on SAVE to save the changes to the Family record.


Adding Further Details

Further Details

When entering Member details, there are further details that can be

entered for a Giver and/or Member. Member fields are available for a

Member and a Giver. Giver fields are available for Givers only.

To enter or change data for any of these fields, retrieve the

required record, and ensure you select Edit in the top left corner.

Note: All drop down lists can be edited to suit your own Parish needs.

See chapter titled Data Entry Rules – Editing Drop Down Lists.

TabField Giver or

Member

Description

MemberRole Giver The role the giver plays in a

fundraising campaign.

Member Team Giver Is the Giver part of a team

involved in fundraising?

Member Source Member How did the Member come in

contact with the Parish?

Member Giving

Result

Member This field indicates the response

to a fundraising campaign.

Member Remarks Member This allows the Parish to create

your own list of remarks to add

to a Member.

Member Group Member This field indicates Givers of a

certain type, as specified by the

Parish.

MoreOccupation Member The member’s occupation.

More Employer Member The member’s employer.

MoreSchool Member If the member is a student,

which school do they attend?

MoreYear Member The Year level the student is

currently in.

MoreDate of Death

and Deceased tick box

Member To be used if a member has

passed away.

More Mail to Giver Enter the name for

correspondence to be

addressed to.

i.e. Mr and Mrs Smith

More Greeting Giver The greeting or salutation for

correspondence.

i.e. Peter and Mary

More

Correspondence

Method Receipt

Giver Default method of issuing a

receipt. Select from mail, fax

or email.

More

Correspondence

Method Statement

Giver Default method of issuing a

statement. Select from mail,

fax or email.



Adding Further Details, Continued

Sacraments tab

The Sacraments tab allows event such as:

• Baptism

• Reconciliation

• Eucharist

• Confirmation

• Blessing of Sick

• Marriage

For each of these events the following information is recorded:

• Date

• Place

• Parish

• Celebrant

Ministries The Ministries tab is used to record voluntary roles, expressions of

interest for participation, or areas of specialty for members and givers.

See Chapter titled Ministries.


Linking a Member to a Family

Introduction There are times when a Member may need to be linked to a second

Family. An example of this may be where the person is a husband in one

family, and a brother in another family.

Step by step Follow the steps in the table below to link a Member to a second family.

Step Action

1 Select PEOPLE MEMBERS

Result: The Members form will be displayed.

2 Retrieve the required MEMBER record.

3 Click in EDIT in the top left corner.

Result: The ADD TO FAMILY button becomes available.



Linking a Member to a Family, Continued

Step by step (continued)

Step Action

4 Click on ADD TO FAMILY.

Result: The Family form is displayed where you can select the

Family to add the Member to, or enter a new family if required.

5 If linking to an existing family click on the binoculars button on

the toolbar, and select the required Family.

Result: The selected Family is displayed.

6 Select the FAMILY ROLE for the newly linked Member.




Step by step (continued)

Step Action

7 Click on SAVE on the left side of the form.

Result: You will be returned back to the Member form, with

the new Family Group details displayed.




Primary and Secondary

Family

If a Member is part of 2 different families, one family will be their

PRIMARY (main) family, and the second family will be their

SECONDARY Family. If they are listed in the wrong order, the priority of

the Family can be changed.

Follow the steps in the table below to change the order of priority for a

Family.

Step Action

1 Ensure you are viewing the required MEMBER with multiple

families.

In this case John Vincent is a:

• Brother in the Caller (CAL001) family, and a

• Spouse in the Vincent (VIN001) family.

The family at the top of the list displayed in black is the

Primary family, and the Secondary family is displayed in grey.

We need to change this so that Vincent is the Primary family

and Caller is the Secondary family.

2 Click in EDIT in the top left corner.




Primary and Secondary Family (continued)

Step Action

3 In the FAMILY GROUP section, drag the Primary family to the

top of the list.

Result: The new Primary family is listed at the top and

displayed in black.

Note: There is no need to save this change as it is saved

automatically.


Data Entry Rules

Overview

Introduction When entering data into PACS, there are several methods, or rules, to be

aware of.


Topic See Page

Entering Phone Numbers 45

Editing Drop Down Lists 47


Entering Phone Numbers

Step by Step The phone number field holds not only phone numbers, but also details

for mobile phone numbers, fax numbers and email addresses.

Follow the steps in the table below to enter multiple phone numbers.

Step Action

1 You must either be adding a NEW record, or EDITING an

existing record.

2 Click on the drop down arrow next to the phone number field.

Result: The phone number form will open.

3 The BUSINESS number is the first TYPE that appears.

You can enter the BUSINESS phone number in the NUMBER

field. If the first number you want to enter IS NOT the

business number, click on BUSINESS and a drop down list of

number types will appear.



Entering Phone Numbers, Continued


Step Action

4 Select the required number TYPE.

Enter the appropriate number in the NUMBER field.

5 To enter an additional number, click on the ADD button at the

bottom of the phone numbers form.

Result: A new line for the next phone number is created.

6 Change the TYPE if required.

Enter the phone number (or fax or email)

7 Continue adding further contact numbers, or click on OK when

complete.

A number will appear next to the phone number field to

indicate how many phone numbers have been entered for the

person.

This record has 2 numbers entered.


Editing Drop Down Lists

Step by Step Most drop-down lists within PACS can be edited and customized to suit

your needs. Follow the steps in the table below to edit a drop-down list.

Step Action

1 Click with your right mouse button on the white part of the field

for the drop down list.

Result: A shortcut menu will appear.

2 Select EDIT ITEMS.

Result: The DATA form will open for that drop-down list.

3 Click on:

Button Description

Add To add a new data item to the list.

Delete To delete the selected item.

Undo To undo the last change made.

Save To save the change. Click on SAVE after each

new item added.

Exit To close the form.

Properties This button swaps you between the data for

the drop-down list and the properties of the

drop down list. This button changes from

PROPERTIES to DATA, depending on which

form you are in.



Editing Drop Down Lists, Continued


Step Action

4 In this example we will add several items to the list and change

the properties for the SOURCE field on the MEMBER form

In the DATA form, click on ADD.

5 Enter ‘Referral’ in the DESCRIPTION field.

6 Click on SAVE on the right side of the form.

Result: The data item is saved and added to the list on the

left side.

7 Click on ADD again.

Enter ‘Approached Church’ in the DESCRIPTION field.



left side.

9 Click on ADD again.

Enter ‘Local Advertisement’ in the DESCRIPTION field.



left side.





Step Action

11 Click on the PROPERTIES button to change the properties for

the drop-down list.

Result: The data form will change to the properties form.

12 The following information can be changed/selected:

Field Description

Caption The name of the field on the form

Default Value The default value that is entered in the

form automatically.

Mandatory If selected, the field must be completed

when entering data.

Multiple Select If selected, will allow more than one item

to be selected from the list.

Edit during

Entry

If selected, allows you to right click on the

field and select EDIT ITEMS to make

changes to the field whilst in the form.

Not Required If selected, will remove the field from the

form altogether.

Auto Sort If selected, will list the items in

alphabetical order.

Upper Case If selected, will list all items in uppercase.

Uses Value

Field

If selected, allows you to enter a numerical

value as well as text for each item.

13 When all changes have been made, click on SAVE on the right

side.

Note: If you have made changes and not saved them, PACS

will ask if you want to save the changes before exiting the

form.




Alternative Edit Drop

Down Lists

You may have selected to turn off the EDIT ITEMS option on the drop-

down lists. The drop-down lists can be accessed to be edited and

customized from the menu. Follow the steps in the table below to edit a

drop-down list.

Step Action

1 Select MAINTENANCE USER CODES.

Result: The User Codes form will open. A folder for the

different sections that have user codes will be displayed.

2 Click on the folder to see the fields it contains.

Result: The fields related to the folder will be listed.

3 Select the field to be edited.

4 Follow steps 3 to 13 from the section Editing Drop Down Lists


Working with Member Records

Overview

Introduction There are changes that will need to be made to Family and Member

records throughout the Families time at the Parish. These could be simple

address changes, through to nominating a new Member, or actually

leaving the Parish.


Topic See Page

Editing Family/Member Records 52

Archiving Families/Members 53

Global Changes 62


Editing Family/Member Records

Introduction When a Member changes any part of their details, we need to EDIT their

Member record. If a Member changes address or home phone number,

we change this on their Family record.

Step by Step Follow the steps in the table below to edit a Family or Member record.

Step Action

1 Search for the Family or Member record so you can see it in the

FAMILY or MEMBER form.

In this case we are changing the address in the Family form.

2 Click in EDIT

Result: The record will be activated for editing.

3 Make the necessary changes to the record.

In this case we are changing the Member address. Click in the

ADDRESS field and change to the new address.

4 When all changes have been made, click on SAVE.

Result: The changes have been saved to the Family record

and to any linked Members.


Archiving Families/Members

Introduction There are times during the year that a Family or Member may move away

from the area, and are therefore no longer a member of your Parish.

Their records can either be archived or deleted altogether. If they are

archived, their information and history will remain and they may be

restored at a later time. If they are deleted, they no longer exist in PACS,

and cannot be restored.

Archiving a family will also archive all members of the family. Restoring a

Family will restore all members for whom this is the current family.

Archiving and restoring can also be done to individual members.

Archive a Member

Follow the steps in the table below to archive a Member.

Step Action

1 Click on the MEMBER tab.

2 Locate the required MEMBER.

3 Select EDIT on the left side of the form.

4 Click on the ARCHIVE button.

Result: A confirmation message will be displayed.



Archiving Families/Members, Continued

Archive a Member (continued)

Step Action

5 Click on YES (or NO) as required.

Result: The Member has been ARCHIVED.

Note: The ARCHIVE button has changed to a RESTORE

button.




Archive a Family

Follow the steps in the table below to archive a Family.

Step Action

1 Click on the FAMILY tab.

2 Locate the required FAMILY.


4 Click on the ARCHIVE button.





Archive a Family (continued)

Step Action

5 Click on YES (or NO) as required.

Result: The Family and all members have been archived.




What does this mean?

When a Family or Member has been Archived, their records remain in

PACS, but are not displayed on Members reports or within current

Members.

This means that the archived details are retained for historical purposes

but are not stored with current family and member details.

If you wish to search for an Archived Family or Member, ensure that the

filter is set to search the required group of people.




Restore Archived

Records

Once a Family or a Member has been archived, their details can be

restored at a later stage if necessary.

Follow the steps in the table below to restore an archived Family or

Member.

Step Action

1 Select PEOPLE FAMILY to open the FAMILY form, or

PEOPLE MEMBER to open the MEMBER form.

2 Ensure the form is in VIEW mode.

3 Enter the required MEMBER or FAMILY name in the Name

field.

4 Select the appropriate filter from the bottom of the form.

Family Form Member Form

Select SHOW ALL

FAMILIES

Select SHOW ALL PEOPLE

5 Click on FIND on the left side of the form.

Result: The required archived Family or Member details will be

displayed.


Result: The RESTORE button on the left side becomes

available.




Restore Archived Records (continued)

Step Action

7 Click on the RESTORE button.

Result: A confirmation message is displayed.

8 Select YES (or NO) as appropriate.

Result: The Family and Members are restored as ‘active’

records.



Delete a Member

Follow the steps in the table below to delete a Member.

Step Action

1 Click on the MEMBER tab.

2 Locate the required MEMBER.


4 Click on the delete button on the toolbar.


5 Select YES (or NO) as required.

Result: The record is deleted.

Note: If you delete a FAMILY, the MEMBER records will

remain, but not linked to a Family at all. If you wish to delete

a Family and all its Members, delete the Members first, and

then the Family.

If you do delete a Family and/or Members, the records

will NOT be able to be restored.




Deceased Members

If a member passes away, they can be flagged as deceased in PACS.

Step Action

1 Search for and locate the required MEMBER.


3 Click on the More tab on the right side of the form.

4 Click in the DECEASED tick box and enter a DATE OF DEATH

if known.

Note: Date of Death is not a mandatory field.

5 Click on SAVE on the left side of the form.

6 The deceased member details are retained, but displayed in

grey.

Tip: If a Giver has been flagged as DECEASED, don’t forget to

change the MAIL TO and GREETING details on their MORE

tab.


Global Changes

Introduction The Global Change feature is a very powerful tool that, though it is not

used on a day to day basis, can streamline changing groups of records in

PACS.

A GLOBAL CHANGE is when you want to make a change to a group of

records without going through and changing each record individually.

In the case of making a global change…

• Set criteria to search for your group of Members

• Make the required change to one of the records in the group

• Apply the change as a GLOBAL CHANGE

Step by Step Follow the steps in the table below to use Global Change.

Step Action

1 Click on the MEMBER major tab.

2 Enter the criteria for the group of records that need to be

changed.

Example: Click on the MORE tab and search for all MEMBERS

whose COUNTRY OF BIRTH is Australia.

4 Click on the FIND button on the left side of the form or press

n.

Note: The first COUNTRY OF BIRTH=Australia Member

record will show on the form. The bottom right hand corner

will display the number of records found.




Global Changes, Continued


Step Action

6 On the first Member record make the required change.

Example: All Members with a COUNTRY OF BIRTH as

Australia will have ETHNICITY changed to Australian.

7 Right Click on the changed field, being ETHNICITY, and select

GLOBAL CHANGE.

Result: The Apply Global Change confirmation message is

displayed.

Note: If you wish to clear the field of all data, select GLOBAL

CLEAR.



Global Changes, Continued


Step Action

8 Click on APPLY.

Result: The change will be applied to the selected group of

Members.

Note: There is no need to click on Save as all Global Changes

are automatically saved.


Ministries

Overview

Introduction Ministries are used to record voluntary roles for members within the

Parish. These can be added directly into the Member form, or using

Ministries Quick Select.


Topic See Page

Ministries on the Member form 66

Quick Select Ministries 67


Ministries on the Member form

Introduction Ministry information can be entered directly into a Member record. Follow

the steps in the table below to enter Ministry details for a member.

Step Action

1 Select PEOPLE MEMBERS

Result: The Members form will open.

2 Search for and locate the required member.


4 Click on the MINISTRIES tab.

Result: The ministries details are displayed.

4 Enter the following details:

Field Description

Name The name or title of the Ministry. This list

can be edited to suit the needs of your

Parish. See Data Entry Rules - Editing

Drop Down Lists.

Start Date The date that this role starts from.

End Date The date that this role is to cease, if

appropriate.

Interested A tick box to flag if the Member expresses

interest in that voluntary position.

Active A tick box to flag that the member is

currently performing that voluntary role.

Location

Start time

End time

Automatically filled in based on the Ministry

role selected.

5 When all MINISTRY details are complete for that member,

click on SAVE on the left side of the form.


Quick Select Ministries

Introduction QUICK SELECT MINISTRIES is used to allocate Ministries to more than

one person at a time.

Follow the steps in the table below to use Quick Select Ministries.

Step Action

1 Select PEOPLE QUICK SELECT MINISTRIES

Result: The Quick Select Ministries form will open.

2 Select the MINISTRY from the drop down list that you want to

allocate to Members.

Result: Any members already allocated to that Ministry will be

displayed in the middle of the form.

Note: This list can be edited to suit the needs of your Parish.

See Data Entry Rules - Editing Drop Down Lists.

3 Members can be viewed by FAMILIES or by MEMBERS. Click

on the plus sign (+) next to Family or Member until you locate

the required Members.

Families Members



Quick Select Ministries, Continued

Introduction (continued)

Step Action

4 Click on the plus sign (+) next to a Member name to view any

Ministries they have already assigned to them.

5 To allocate a member to the selected Ministry, drag and drop

the member name to the middle of the form.

Result: The member is allocated to that Ministry.



Quick Select Ministries, Continued

Introduction (continued)

Step Action

6 Enter the following details as required:

• Start Date

• End Date

• Interested

• Active

7 Allocate further MEMBERS to the selected MINISTRY if

required.

8 When all the required MEMBERS have been allocated to the

selected MINISTRY, click on SAVE at the bottom of the form.

Note: To remove any Member from the selected Ministry, click

on:

Button Description

Remove Will remove the selected

Member from the Ministry

Remove All Will remove ALL Members

from the Ministry.

9 EXIT the form when all Ministry details are complete.


Member Notes

Overview

Introduction NOTES can appear in both the Family and Member forms in PACS. These

Notes can be allocated to specific Note Groups that can be determined by

the Parish.

The method of adding and editing notes is the same, whether it is for the

FAMILY form, or the MEMBER Form. Notes can also be added to the

Baptism, Confirmation, Marriage and Death Registers.


Topic See Page

Family/Member Notes 71


Family/Member Notes

Introduction A General Note is a note that appears on the Member Note minor tab.

There are 2 types of General Notes:

1. Standard General Note

2. Alert General Note

Note: We are adding a Note to a Member record. The method is the

same if adding a note to a Family record.

Adding

General Notes Follow the steps in the table below to add a Note to a record.

Step Action

1 Find the required MEMBER record.

2 Click on the NOTES minor tab.



Family/Member Notes, Continued

Adding General Notes (continued)

Step Action

3 Click on the ADD button down the bottom right.

Result: The Add Note form will open.

4 Enter a note SUBJECT, and the NOTE details in the body of

the form.

Note: If it is a short note that does not require a Subject and

Body, enter the note in the Body only.




Adding General Notes (continued)

Step Action

5 When the NOTE is complete click on the SAVE button on the

right.

Result: The notes will be saved to the Member record, and

the note form will be cleared.

6 Click on the EXIT button on the Note form.

Result: The NOTE is now attached to the Member record.




Note: A Note can be flagged to FOLLOWUP.

If your Parish has PACS setup with multiple users and each has their own

login, you can:

• NOTIFY other users of the note.

• Flag yourself or another user to FOLLOW UP the Note.

• Allocate a DUE BY date

• Flag as COMPLETED and enter a response if necessary.

Notes requiring Follow Up will be displayed on the reminder list.




Alert Notes Follow the steps in the table below to create an Alert Note.

Step Action

1 Find the required MEMBER record.

2 Click on the NOTES minor tab.

3 Click on the ADD button down the bottom right.

Result: The Add Note form will open.




Alert Notes (continued)

Step Action

4 Enter a note SUBJECT, and the NOTE details in the body of

the form.

TICK THE ALERT CHECK BOX

Note: The Note Type can be GENERAL or MEDICAL, or any

other types that the Parish has created.

5 When the NOTE is complete click on the SAVE button on the

right.

Result: The notes will be saved to the Member record, and

the note form will be cleared.




Alert Notes (continued)

Step Action

6 Click on the EXIT button on the Note form.

Result: The NOTE is now attached to the Member record,

with the alert next to the note.

If the Alert is for a medical note, the symbol is a red cross. If

the Alert is for a general note, it is a yellow symbol.


Exporting

Overview

Introduction PACS has a comprehensive range of reports to suit the needs of most

Parishes. There may be times when you require a report that is unique to

your Parish needs. This is when we use exporting.


Topic See Page

Exporting from forms 79

Enhanced Export 84

Quick Merge 89


Exporting from Forms

Introduction Any group of records that have been selected using the search function

can be exported to Excel. This can then be used to create reports in

Excel, or used as the data source for a mail merge with Microsoft Word.

We will look at exporting from the Family form, but the method is the

same if exporting from the Member form.

Step by Step Follow the steps in the table below to export from a form.

Step Action

1 Click on the FAMILY major tab.

2 Ensure VIEW is selected.

3 Enter your search criterion to identify the records you wish to

export.

Examples could be:

• Families who live in a certain street or suburb.

• Families with a particular residential structure, such as

single parent families to be part of a morning tea.

In this case we want to export a list of all families that live in

Banks Drive.

To search for families that live in Banks Drive:

a. Click on the ADDRESS button.

Result: The Address form will open.

b. Click in STREET: and enter:

*banks*

This will find all records with Banks in the Street

address.

c. Click on OK.



Exporting from Forms, Continued


Step Action

4 Click on the FIND button on the left side of the form or press

non the keyboard.

Result: This will find all Members in Banks Drive. The first

Member record will be displayed. The bottom right hand corner

will display the number of records found.

5 Click on the EXPORT button on the toolbar.

Result: The EXPORT form will open.





Step Action

6 You can choose to export all fields, or just selected fields.

For selected fields, click in SELECTED and select the required

fields.

This example shows the address details selected.

7 Click on the EXPORT button in the top right.

8 Select a LOCATION and give the export a FILE NAME.





Step Action

9 Click on SAVE on the right side.

Result: A SAVE EXPORT TEMPLATE form will open.

Note: If this is an EXPORT that will be used again, it can be

saved as a TEMPLATE.

10 If you select NO, the export process is complete.

If you select YES, give the EXPORT TEMPLATE a name.

Note: This is not the Excel file name, but an export name

making is quicker and easier to run the export again in the

future.





Step Action

11 Click on OK and EXIT the Export form.

Note: Next time you want to run that export, from a cleared

FAMILY form, simply click on the EXPORT button, and from

the EXPORT DEFINITION field select the template name.


Basic Enhanced Export

Introduction The Enhanced Export allows specific data to be saved as a file that can be

imported by Microsoft Word to create mail merged letters and labels, or

imported into Microsoft Excel for statistical analysis and reports. The data

being exported can be filtered and sorted prior to being saved to file.

Basic Enhanced

Export

Follow the steps in the table below to perform a basic enhanced export.

Step Action

1 Select PEOPLE EXPORT ENHANCED EXPORT

Result: The Enhanced Export form will open.



Basic Enhanced Export, Continued

Basic Enhanced Export (continued)

Step Action

2 Click on the yellow folder on the left side from which you want

to select fields.

To select SINGLE

fields…

To select ALL fields…

Select the fields to be

included in the export by

clicking on the box to the

left of the field.

Click in the check field

next to that folder, and all

fields within the folder will

be selected.

In this case, click on the yellow folder next to FAMILY.

Result: A list of available fields will drop down.





Step Action

3 Click in the check box to the left of the required fields.

Result: As each field is selected, that field will appear on the

right windowpane in the order in which it was selected.

Note: If some fields have already been selected, clicking in the

check field beside the folder will clear all selections for that

folder.

In this example, we will do a basic export of a list of Families

and their address.

4 Click on the PREVIEW button, located at the bottom of the

window to display the information that will be exported.





Step Action

5 To sort by any column, right click on the required column and

select SORT ASCENDING.

6 To export the list, click on the EXPORT button.

Result: The EXPORT TO form will open. This is the same as

a Save as form.

7 Select a LOCATION and give the export a FILE NAME.

Click on SAVE.

Result: This has saved the file in Excel format to your

computer.





Step Action

8 You will receive notification that the Export is complete.

Result: A SAVE EXPORT TEMPLATE form will open.

Note: If this is an EXPORT that will be used again, it can be

saved as a TEMPLATE.

10 If you select NO, the export process is complete.

If you select YES, give the EXPORT TEMPLATE a name.

Note: This is not the Excel file name, but an export name

making is quicker and easier to run the export again in the

future.

10 Click on the OK button.

Result: The template is now available from a list of templates

in the top left corner.

11 To start another enhanced export, select (NEW) from the list

of templates.


Quick Merge

Introduction Quick Merge allows you to easily re-merge updated data with a previously

saved mail merge letter. This makes it easy to merge commonly used

letters and documents. The Merge option is available from ALL export

functions within PACS. These export functions include:

• Enhanced Export

• Export from the forms

• Preset Exports

Once the merge document has been set up the Merge option will export

the current data and merge it with the document in one process.

Basic Process 1. Select the data to export.

2. Export the Data.

3. Save the Export Template.

4. Create and Save the Mail Merge document.

5. Merge the data and document.

The next time you need to merge to this document.

6. Select the Export Template.

7. Click on Merge.

8. Select the mail merge document that was created and saved at

Step 4.

9. The data is exported and merged with the document.

10. Print the document.



Quick Merge, Continued

Quick Merge Follow the steps in the table below to use Quick Merge. These instructions

assume you have previously setup your Mail Merge letter.

Step Action

1 Select the data to export

Example: PEOPLE EXPORTS MINISTRY EXPORT

2 Enter the Section Criteria.

3 Click on PREVIEW to view the data. This is not essential, but

it is a good check mechanism to ensure the data is correct.




Quick Merge (continued)

Step Action

4 Click on the EXPORT button.

5 Select the fields to export or an export definition you have

previously created.

5 Click on the MERGE button.

6 Select the Mail Merge document with which the data is to be

merged.

7 Click on OPEN.

Result: The document is opened and merged with the

exported data ready to print.




Quick Merge Error Message

When you click on the MERGE button and select the template you may

get the message ‘Document is not a Template’.

This message is due to a Microsoft Security restriction that stops PACS

from merging directly to the MS Word Mail Merge.

Enable Mail Merge

Instructions on how to disable the security restriction to enable the Word

Mail Merge are available from the Microsoft Web site at

http://support.microsoft.com/default.aspx?scid=KB;EN-US;825765

This site also lists the implications of removing this security restriction.

With this security restriction disabled the MERGE button in SAS2000 will

be able to open the mail merge function in MS Word.

Whether you decide to disable this security restriction needs

careful consideration.

Microsoft Security Warning

The Microsoft Web page lists the following security warning for disabling

this security restriction.

“This workaround may make your computer or your network more

vulnerable to attack by malicious users or by malicious software

such as viruses. We do not recommend this workaround but are

providing this information so that you can implement this

workaround at your own discretion. Use this workaround at your

own risk.”

http://support.microsoft.com/default.aspx?scid=KB;EN-US;825765

Documents

PACS - Human Edge Members User Guide.pdf · Tribal SchoolEdge Level 1, 17 Madden Grove RICHMOND VIC 3121 Support Centre: Web: Email: [email protected]