9 Ministry Database
When you click on Ministry on the Main Menu, this dialog box appears:
The number in the upper right corner is the page number of the Database. The Ministry Database has 10 pages; you cannot add or delete pages.
9.1 Setting Up the Ministry Database
Initially, all fields in the Ministry Database will be blank. You use a page of the Ministry Database for each Ministry. Starting with page 1, fill in the fields for the first Ministry.
The Ministry Name is required. It is printed on the Schedules and Sign-In sheets as you enter it here. The 4-character Ministry Abbreviation is also required. It is shown on the Service and Personnel Database forms and printed on the Database Listings.
The other fields are optional. Ministry Head and Phone will be printed on the schedules if you fill them in. The other fields are not used or printed on any of the forms.
TIP: The ministries appear on the various forms and printed pages in the order you enter them here. If you have a preferred order, enter the first on page 1, second on page 2, and so on. Once you begin assigning volunteers to ministries, it will be difficult to change the order. It is OK to leave a blank page if you have seasonal ministries, or you may want to insert a new one later. Blank pages are ignored and will not “clutter up” your printed schedules or Database Listings.
TIP: Here are some ministries you may want to schedule and suggested abbreviations: (Of course, you can have any other Ministries and use any abbreviations you want.)
|
Ministry |
Abbr. |
| Ushers | USH. |
| Greeters | GRET |
| Eucharistic Ministers | E.M. |
| Lectors | LECT |
| Readers | READ |
| Altar Servers | ALT. |
| Choir | CHR. |
| Organist | ORG. |
| Musicians | MUS. |
| Nursery | NURS |
|
Offertory family |
GIFT or OFF. |
Once you have completed page 1, click the Page Down button to go to page 2. Now fill in page 2 for your second ministry. Continue until you have filled in a page for all your ministries. Then click the SAVE button to save the Ministry Database and return to the Main Menu.
9.2 Modifying the Ministry Database
If at any time you want to add a new Ministry, simply find a blank page on the Ministry Database and fill it in for the new Ministry.
To activate the new ministry you must also:
· Enter the number of volunteers needed for the new ministry on each page of the Service Database.
· Assign volunteers to the new ministry in the Personnel Database.
To delete a ministry, select each field on that page in the Ministry Database and delete it.
TIP: To temporarily de-activate a seasonal ministry, delete just the Ministry Abbreviation on the Ministry Database form. The ministry will then not be shown anywhere on the printed forms. However, you can re-activate the ministry by just typing in its abbreviation again.
9.3 Moving a Page in the Ministry Database
CV-Schedule works internally with the Ministry Database page number rather than the name or abbreviation, and it is best to avoid moving a ministry from one page to another after you initially set up the databases. If you do find it necessary to move a ministry, you will also need to re-enter the number of volunteers needed on each page of the Service Database form and re-enter the ministry assignment for each of that ministry’s volunteers in the Personnel Database.
9.4 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.
9.5 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.