12  Personnel Database

 

When you click on Personnel  on the Main Menu, this dialog box appears:

 

 

The number in the upper right corner is the page number of the Database. The Personnel Database initially has one blank page. You can add pages up to a maximum of 1024. Each page holds information pertaining to one volunteer.

12.1 Setting Up the Personnel Database

12.1.1 Starting from an Existing Database

Q. I already have a computer database of my church volunteers. Can I use it with CV-Schedule without having to type everything again?

A. Yes, maybe. If you can reformat your data to be compatible with CV-Schedule, you can create, or partially create the Personnel Database from your existing data. A spreadsheet program (e.g., Microsoft Excel) or a database program (e.g., Microsoft Access) is helpful for reformatting database files. The most likely scenario is that you will retrieve the Last Name, First Name, Phone, Family # and E-mail address fields from your existing database, then fill in the rest from within CV-Schedule.

Appendix VII explains the details of the CV-Schedule database format you will need for this task.

After you have created this partial Personnel Database, start CV-Schedule, select the Personnel Database, and fill in any missing information in the required fields. Refer to the sections below for information about each field.

 

TIP: CV-Schedule checks for missing or incorrect data in the databases and gives a message to alert you. When you first create a partial Personnel Database as above, you will get a lot of these messages each time you start CV-Schedule or save a database. The messages will disappear once you fill in all the Ministries, Times and Scheduling codes.

12.1.2 Creating a New Personnel Database

If you are starting from scratch with your Personnel Database, you will see a blank page 1. Refer to the sections below for information about each field. Fill in at least the Last Name, First Name, Phone, Family #, Ministries, Times and Scheduling Code and Optional Suffix fields for each volunteer. When you have finished with the first volunteer, click the Add button to add another (blank) page to the database. Then repeat the process for the second volunteer, and so on, until you have entered all volunteers into the Personnel Database.

 

TIP: If you are entering a lot of volunteers at once, click the Save button after every few pages to save your Personnel Database to the hard drive. This will prevent losing everything you have typed in case of a power failure or computer crash.”

Each time you save the Personnel Database, CV-Schedule will arrange the volunteers in alphabetical order and create Database Listing Files of your volunteers that you can view and/or print . See Appendix III for more about Database Listing Files.

12.2 Family #

Many times, more than one member of a family is a church volunteer. Dad may be an usher while Mom is a lector and the kids are altar servers. CV-Schedule coordinates the schedules of family members in various ways and with many options. (See Section 12.7 in Chapter 12.) The Family Number is the piece of information which CV-Schedule uses to keep track of who belongs to which family. Therefore, all members of each family should have the same family number and each family should have a different number. Frequently, the Church Offering Envelope number is used as the family number. It can be any 5 characters you choose, though. Examples:

 

 Last Name:Parker        First Name:Richard         Phone:305-376-4371         

                                                                              

 Family #:743      ID:A    Partners:B          Alternate Min:      

 

 

 Last Name:Parker        First Name:Bonnie          Phone:305-376-4371         

                                                                               

 Family #:743      ID:B    Partners:A          Alternate Min:      

12.3 ID and Partners

These fields are optional and allow even more powerful scheduling options than just knowing that several volunteers are in the same family. Suppose Dad, Mom and Child 2 are always to serve together at the same Service. Child 1, who is older, serves independently. To implement this option (See Section 12.7) you would first make a Partner Group of Dad, Mom and Child 2. Each family member is assigned a Family Member ID letter (in no particular order.) The Partners field then specifies which family members are partners. In the example just given, we could fill in these fields this way:

 

Dad:               Family #:201      ID:A    Partners:BD                    

Mom:             Family #:201      ID:B    Partners:AD                    

Child 1:          Family #:201      ID:C    Partners:                      

Child 2:          Family #:201      ID:D    Partners:AB                    

                  

Note that Dad (A) is partnered with Mom (B) and Child 2 (D). Mom (B) is partnered with Dad (A) and Child 2 (D). Child 2 (D) is partnered with Dad (A) and Mom (B). Child 1, who is to be scheduled independently, is not partnered with anyone.

 

To summarize, i

n partner groups, each member of the group is partnered with all other members of the group. The way the partners are scheduled is determined by the Scheduling Code. (See Section 12.7).

 

TIP: Do you have different families who want to serve together (or perhaps not serve together)? You can artificially give both families the same family number and set up partner groups as if they were all one big family.

12.4 Alternate Min:

This field applies only to volunteers who serve in more than one Ministry. If you want the volunteer to always alternate from one Ministry to the next, put  X  in this field. Otherwise, leave it blank and the volunteer will serve “as needed” but might end up serving predominantly just one of the Ministries. Example: If you put an X in this field, a volunteer who serves as both usher and lector will always serve as an usher, then as a lector, then as an usher, etc.

12.5 Ministries:

The names of the Ministries you set up in the Ministry Database appear here. Mark each Ministry this volunteer serves in. Put an X if the volunteer is eligible to serve in both Groups 1 and 2 of the Ministry. Put a 1 if the volunteer is eligible only for Group 1. Put a 2 if the volunteer is eligible only for Group 2. See the discussion of Groups in Chapter 10.

 

Example: The volunteer serves as an Eucharistic Minister; no groups are used in this ministry :

E.M.:X  LECT:   ALT.:   USH.:       :       :       :       :       :       :

 

Example: The volunteer can serve as a Group 1 or Group 2 lector:

E.M.:   LECT:X  ALT.:   USH.:       :       :       :       :       :       :

 

Example: The volunteer can serve as a Group 1 or Group 2 lector, and as a Group 2 usher:

E.M.:   LECT:X  ALT.:   USH.:2      :       :       :       :       :       :

 

Example: The volunteer can serve as a Group 1 or Group 2 lector, and  as a Group 1 or Group 2 usher:

E.M.:   LECT:X  ALT.:   USH.:X      :       :       :       :       :       :

12.6 Times:

The Service Times you set up in the Service Database appear here. Put a 1 beside the Time of the Service that is the volunteer’s first choice to serve. Put a 2 beside the Time of all other Services that is the volunteer is willing to serve. More than one first choice can be specified. If one or more first choices is specified, the volunteer will be scheduled for one of the first choices at least every other time he/she serves.

 

Example: The volunteer is to be scheduled at 10:00 AM Mass only:

530P:   730A:   830A:   1000:1  1130:       :       :       :       :       :    

 

Example: The volunteer prefers 10:00 AM but is also willing to serve at 8:30 AM or 11:30 AM:

530P:   730A:   830A:2  1000:1  1130:2      :       :       :       :       :    

 

Example: The volunteer prefers 7:30 AM or 8:30 AM but is also willing to serve at 11:30 AM:

530P:   730A:1  830A:1  1000:   1130:2      :       :       :       :       :    

 

Example: The volunteer is willing to serve at 7:30 AM, 8:30 AM, or 10:00 AM; no preference:

530 :   730 :2  830 :2  1000:2  1130:       :       :       :       :       :    

12.7 Scheduling Code and Optional Suffix

This controls how families and partners are scheduled together or not together.

 

Code A: Partner groups will always serve together at the same Service. This is typically used when the family wants to serve as a “family ministry.” No member of the Partner Group will be scheduled unless all members can be scheduled. This option often works quite well but should be used with caution:

· All partners must have the same Time preferences if Code A is used.

· The family may get to serve less often than with Code B because they will be deferred until such time as there are enough Ministry slots available at a Service to accommodate all partners.

· Impossible scheduling situations can occur that prevent the family from ever being scheduled  if there are not enough Ministry slots available at a Service to accommodate all partners. (See Section 17.2 in Chapter 17).

If no Partner Group has been set up for the volunteer, family members will be scheduled independently except that any family members who serve on a particular date will all serve at the same Service -- the family will not be split between two Services on the same date.

 

Code B: Partner Groups will serve together at the same Service whenever possible. Some of the partners may not be scheduled every time. There is much less risk of impossible scheduling situations than with Code A.

 

If no Partner Group has been set up for the volunteer, family members will be scheduled independently except that any family members who serve on a particular date will all serve at the same Service, the same as Code A.

 

Code C: The volunteer is scheduled completely independently of other family members as if they were in different families.

 

Code D: This is the baby-sitter option. Partners are never scheduled at the same Service.

 

Code E: The volunteer is scheduled at every Regular Service that is allowed by his/her Time preferences.

 

Code F: Temporarily off the Schedule. The volunteer is never scheduled.

 

Suffix +: Causes the volunteer to be scheduled about twice as often as normal

 

Suffix -: Causes the volunteer to be scheduled about half as often as normal

 

Example: Code A is recommended for a volunteer with no Partner Groups set up:

 Scheduling code and optional suffix:A         

 

Example: The volunteer is to be scheduled about twice as often as normal:

 Scheduling code and optional suffix:A+       

 

Example: The volunteer is to be scheduled about half as often as normal:

 Scheduling code and optional suffix:A-       

 

Example: A Partner Group is always to be scheduled together:

 Scheduling code and optional suffix:A         

 

Example: A Partner Group is to be scheduled together whenever possible:

 Scheduling code and optional suffix:B         

 

Example: The volunteer is to be scheduled every week at the 10:00 AM Service:

Times: Mark 1 for 1st choice; 2 for other(s); blank for unavailable          

530 :   730 :   830 :   1000:1  1130:       :       :       :       :       :    

 

Scheduling code and optional suffix:E         

12.8 Unavailable Dates

If a volunteer will not be available during a certain period of time, you can enter the dates here and CV-Schedule will not schedule that person during the unavailable period. Dates must be entered in the form mm/dd/yy and be separated by commas. Separate 2 dates with a dash to make a range of dates. There is space for up to 255 characters, or about 25 dates. Delete old dates or type over them to make space for new dates.

 

Example: Joe will be out of town November 28, 2010, again from December 22, 2010 through January 15, 2011, and again January 23, 2011:

Unavailable dates 11/28/10, 12/22/10 - 1/15/11, 1/23/11            

 

12.9 Must Schedule Dates

The volunteer will be given preference for scheduling on the dates specified here. Dates must be entered in the form mm/dd/yy and be separated by commas. Separate 2 dates with a dash to make a range of dates. There is space for up to 255 characters, or about 25 dates. Delete old dates or type over them to make space for new dates.

 

Example: Mary is scheduled to sing solos every Sunday in December 2010, and again on January 23, 2011. We want to be sure she is one of the choir members scheduled those dates:

MUST schedule dates 12/1/10 - 12/31/10, 1/23/11  

12.10 Specials Categories

These are the categories of Special Services that the volunteer is available for. See Chapter 11 for a discussion of Special Services.

12.11 Dialing a Phone Number

See Options in Chapter 7 for information on setting up this feature. The Long Distance check box must be checked to use the Long Distance Dialing Prefix and unchecked to use the Local Dialing Prefix. When you click the Dial button, a message box will appear showing the number being dialed. As soon as the dialing is finished, first pick up your telephone handset, then click the OK button on the message box to disconnect the modem.

12.13 Sending E-mail

When you click the Send button, your e-mail program will be started with the address in the E-mail field already filled in. Then just send the message as you normally would.