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Information about “ADVANCED CHURCH INFORMATION SYSTEMS:ACIS”
ACIS (Advanced Church Information Systems) is a friendly system
designed to increase church productivity by keeping relevant
information about members, visitors, and organizations. This
information can then be used to print mailing labels, Rolodex cards,
and a variety of reports.
Menu-driven ACIS requires no prior experience with database programs in
order to be productive right away.
ACIS was programmed by John M. Phillips for the First United Methodist
Church of Allen, Texas, but has been adapted for use with most
denominations. ACIS is divided into four distinct systems: the member
information system, capable of storing 800 records; the visitor
information system, also 800 records; the organization information
system, 500 records; and the utility functions. The variety of reports
the systems generate, together with an informative manual and easy
program, fit in well with a church that wants to be the ``home''
church of its congregation.
ACIS.DOC
6
6
ACIS
Copyright 1989 John M. Phillips
Version 2.1
ACIS (pronounced AY-SEZ) (Advanced Church Information Systems) is an
easy-to-use computer software system designed to run on IBM Personal
Computer family. ACIS is designed to increase church productivity by
keeping relevant information about members, visitors, and
organizations. This information can then be used to print mailing
labels, Rolodex (tm) cards, and a variety of reports.
ACIS is menu-driven, meaning that all available options are selected
from a series of menus. No prior experience with database programs is
needed to become productive with ACIS. ACIS was programmed by John M.
Phillips for the First United Methodist Church of Allen, Texas, but
has been adapted for use with most denominations.
ACIS is divided into four distinct systems: the member information
system (capable of storing 800 records), the visitor information
system (also 800 records), the organization information system (500
records), and the utility functions. This manual will describe,
primarily, the member information system, but most of the
documentation applies also to the visitor and organization
information systems. Where there are differences, it will be noted.
Each ACIS system has many available options including:
* Add a member
* Change a member
* Delete a member
* Inquire a member
* Print labels
* Print Rolodex(tm) cards
* Print reports
* Return to ACIS main menu
ACIS requires and IBM PC or compatible, and at least 384K of
available memory. ACIS must be executed from a hard disk system and
you must have 1.5 megabytes of hard disk space available to install
ACIS. The organization system data is stored on a floppy disk. If a
color graphics card and monitor are used, ACIS chooses to display
titles, prompts, and informative messages in aesthetically pleasing
colors. Monochrome systems may use ACIS and no text distortion will
occur due to color conflicts. A printer attached to the PRN: OR LPT1:
port of the PC completes the functionality of ACIS.
ACIS was designed and programmed by John M. Phillips entirely in Utah
COBOL version 5.0 on an IBM PC XT compatible computer. Many, many
hours of work went into this product. If you intend to use the ACIS
system for your church or organization, please register your copy by
completing the registration form at the back of this manual and
sending in your registration fee. *********** SPECIAL NOTICE *** :
Registrants will receive the newly released CONTRIBUTIONS system!!
- Page 1 -
IMPORTANT NOTES ABOUT ENTERING DATA
It is not necessary to press "RETURN" or "ENTER" after any menu
selection or prompt. Simply press the requested key(s) and you will
automatically move to that option. For example, the ACIS main menu
asks you to choose between four options (F1-F4). To go to option 1,
press the "F1" key and you will be immediately taken to the MEMBER
INFORMATION SYSTEM.
It is STRONGLY recommended that you type all names in UPPER CASE.
ACIS uses a case-sensitive algorithm to search the index when
locating records. For example if you typed the last name as
'PHILLIPS' and the first name as 'John' and then did an inquiry on
last name as 'PHILLIPS' and first name as 'JOHN', ACIS would tell you
that the requested member does not exist. You may feel free to type
all other fields in upper or lower case, but, as a rule of thumb, put
all NAME fields in UPPER CASE. ACIS will require you to type the last
name in all caps.
AUTOMATIC FIELD SKIP
When entering input fields, such as birthday or phone number, the
cursor will automatically skip to the next available field when you
have completely filled the previous field. For instance, if you typed
"214" in the area code input field, the cursor would move over to the
prefix field as soon as you typed the "4" in the area code. This
feature is called "AUTOSKIP".
DOS SORT REQUIREMENTS
ACIS utilizes the DOS SORT.EXE routine to perform the sort routines
while reports, labels and rolodex cards are being printed. In order
for ACIS to operate properly, you must have SORT.EXE (included on
your original DOS diskettes) located on your hard disk. In addition,
the subdirectory that SORT.EXE is located in must be on the PATH
specified when your computer is booted up.
Most hard disk users place all the DOS utilities in a subdirectory
named C:\DOS. The PATH command placed in the AUTOEXEC.BAT file
(located in the root directory of C:\) usually reads: PATH
C:\;C:\DOS.
Consult your system manuals for a complete description of
subdirectories and paths. The main points to remember are:
o SORT.EXE is on your hard disk
o your PATH points to that subdirectory
- Page 2 -
CURSOR MOVEMENT
There are several keys available which allow you to move the "cursor"
around the screen. These keys are listed below.
HOME
Moves the cursor to the first available input field
END
Moves the cursor to the last available input field
ENTER
Accepts information and moves to the next field
UP-ARROW,
PG UP,
SHIFT-TAB
Moves the cursor to the previous field
DOWN-ARROW,
PG DN,
TAB
Moves the cursor to the next available field
When entering information, there are several keys which control the
"cursor" within the input field. These keys are listed below.
BACKSPACE
Move the cursor back one character and erase that
character (called "destructive backspace")
LEFT ARROW
Move the cursor back one character and leave all
other characters intact ("nondestructive backspace")
RIGHT ARROW
Move the cursor forward one character and leave all
other characters intact
Other miscellaneous keys that are available are listed below:
F1
Help key (available on most screens)
F2
Last name search/Personal notes
F10
Accept all input information (available on most
input screens)
ESC
Escape key to cancel most transactions and return
to the previous menu (available on most screens)
Any other key pressed will generally result in the computer "beeping"
at you to signal an invalid key press.
- Page 3 -
STARTING
Installing ACIS is a simple process. Insert the ACIS master disk into
drive A: or B:. From your DOS prompt, change to that drive by typing
either A: or B:. Once you have changed the drive, type INSTALL. The
rest of the install procedure is automatic and will take about 5
minutes. When complete, the install procedure will have placed all
the required files on your hard disk under the directory C:\ACIS.
To start the ACIS system, change to your hard disk by typing C: from
the DOS prompt. Enter the ACIS subdirectory by typing CD\ACIS. Once
in the ACIS subdirectory, type ACIS and the ACIS main menu will
appear.
ACIS MAIN MENU
The ACIS main menu has four five available options on it. Press F1 to
enter the MEMBER INFORMATION SYSTEM. Press F2 to enter the VISITOR
INFORMATION SYSTEM. Press F3 to enter the ORGANIZATION INFORMATION
SYSTEM. Press F4 to enter the UTILITIES menu. Press ESCape to exit
from ACIS altogether.
When MEMBER, VISITOR, or ORGANIZATION INFORMATION SYSTEM is first
started, a screen appears telling you that the members or visitors
are loading. This load process is very brief. Once complete, the main
menu for each of these systems will appear.
NOTE: In the organization system, a screen will appear instructing
you to place the desired organization disk in drive A:. In order to
use the organization system, you must have prepared an organization
disk ahead of time. If you have prepared a disk, place the disk in
drive A: and press any key. The data will load. If you have not
prepared an organization disk, press ESC and the procedure will be
terminated. See the UTILITY FUNCTIONS section for a description of
how to prepare an organization disk.
The UTILITIES main menu has eight available options on it. Please
refer to the section on utilities for a description of those options.
- Page 4 -
THE OTHER MAIN MENUS
Each of the information systems (MEMBER, VISITOR, ORGANIZATION) has
its own main menu with eight options on it (as previously mentioned
above) (NOTE: The ORGANIZATION system has seven options) . To select
an option, enter the number corresponding to the menu item you desire
at the "Your choice?" prompt. You will be taken to that option. The
ACIS color system uses BLUE for titles and headings, GREEN for
informative messages, and RED for choice prompts. Choice prompts are
usually 1-key responses, like Y for yes or N for no. All prompts DO
NOT require that you press ENTER after the choice.
In addition to the eight options, the main menu also displays
pertinent information at the top of the screen. The name of the
system you are currently accessing (member, visitor, organization) is
shown along with the number of records stored in the database. The
utility functions will also show this pertinent information.
When the last option of each system main menu (QUIT) is chosen, you
will be returned to the ACIS main menu.
Listed below is a description of each option available in the MEMBER,
VISITOR, and ORGANIZATION INFORMATION SYSTEMS.
- Page 5 -
ADD A MEMBER
This menu option allows you to add information to your database. When
ADD A MEMBER is chosen from the main menu, a new screen appears and
awaits your input. You will see the information that is to be entered
in a nice, formatted fashion on the screen. The fields to be entered
are:
FIELD NAME
DESCRIPTION
LENGTH
OTHER
----------
-----------
------
-----
LAST
LAST NAME
15 REQUIRED
CODE
UNIQUE IDENTIFYING CODE
6
OPTIONAL
HM #
AREA CODE, PREFIX, SUFFIX
3-3-4
AREA-EXCHG-NUMBER
@
JOIN
DATE THE MEMBER JOINED
6
MONTH/DAY/YEAR
FIRST
FIRST NAME
15
REQUIRED
#
#
CHRONOLOGICAL NUMBER
5
NUMERIC
*
BY
HOW JOINED THE CHURCH
2
OD/CT/PF/R/??/CN/OT
WK #
AREA CODE, PREFIX, SUFFIX
3-3-4
BDAY
FIRST'S BIRTHDAY
6
#
SPOUSE
SPOUSE NAME
15
#
#
CHRONOLOGICAL NUMBER
5 NUMERIC
#
BY
HOW JOINED THE CHURCH
2
OD/CT/PF/R/??/CN/OT
#
WK #
AREA CODE, PREFIX, SUFFIX
3-3-4
#
BDAY
SPOUSE'S BIRTHDAY
6
MOD CHLD?MODIFY CHILDREN INFO?
1
Y/N
# CHILD ?NUMBER OF CHILDREN
1
0-6 (0=ERASE ALL)
------ REPEATS 6 TIMES
#
|NAME
CHILD NAME
15
#
|#
CHRONOLOGICAL NUMBER
5 NUMERIC
*
|BY
HOW CHILD JOINED CHURCH
2
OD/CT/PF/R/??/CN/OT
#
|BDAY
CHILD'S BIRTHDATE
6
#
|BAPT?
BAPTISM STATUS
1
Y/N/U/?/BLANK
------
ADDR
STREET ADDRESS
40
CITY
CITY
15
ST
STATE
2 ABBREVIATED
ZIP
ZIP CODE
5-4 FOR 9-DIGIT ZIP CODES
ZONE
MAILING ZONE
6 LETTERS OR NUMBERS
NOTES
PERSONAL NOTES
45
#
ANNV
ANNIVERSARY DATE
6
* = available only on member information system
# = available on member and visitor information system, but not
on organization system
@ = on the visitor system this field reads "VISIT" to indicate the
first visit date
Any field may be left blank EXCEPT for the LAST name and the FIRST
name. If there is an error in a field (i.e. typing letters in a phone
number), you will hear a beep and the cursor will not move to the
next field. Correct your error and you may go on.
- Page 6 -
Your cursor should be sitting on the LAST name field. Type the last
name (preferably in UPPER CASE). Be sure to follow the editing
suggestions in the IMPORTANT NOTES ABOUT ENTERING DATA section above.
When you have typed the entire last name, press ENTER (or TAB or PG
DN or DOWN-ARROW). Your cursor will move to the CODE field.
Type in an identifying code. This code may be any combination of
letters or numbers or symbols which can be used to categorize a
member. You have the option to print mailing labels sorted and
grouped by this code. Once you have entered the code, press ENTER.
Your cursor will move to the HM #: field.
Type in the area code. Notice how the cursor automatically moves to
the prefix field when you have filled in the area code (remember the
autoskip feature?). Your cursor will be positioned on the prefix
portion of the field. Type the three-digit prefix. Your cursor will
move to the suffix portion of the field. Type the four-digit suffix.
Your cursor will now be on the JOIN field.
Type the month that the member joined. You may enter a single digit
(for example, '7' as opposed to '07'). ACIS will automatically fill
in the leading zero for you when you move to the join day field. When
you have entered the month, your cursor will move to the day field.
Do the same here. When you are finished entering the day field, your
cursor will move to the year field. Enter the year (2 digits). Your
cursor will move to the FIRST name field.
Enter the first name. Once entered, your cursor will move to the #
field. This is a chronological number used to indicate the member
number (typically in chronological order). This field must be
numeric. Press ENTER when you have entered the number (or leave it
blank, if you prefer).
Your cursor will move to the BY? field (NOTE: only on member system).
You may enter 'OD' (other denomination), 'PF' (profession of faith),
'CT' (certificate of transfer), 'R' (restored), 'CN' (confirmed),
'OT' (other), or '?', '??', blanks if this information is unknown.
If you cannot remember what values to place in the field, you can ask
for help by pressing F1. This will bring up some help text near the
bottom of the screen which describes what values are allowed. Press
any key to exit help and return to the BY? field.
Once the BY? field is entered, your cursor will move to the WK #
field. Enter the WK PHONE field just as you did the HM phone field.
When you are finished with the WK PHONE field, your cursor will move
to the BDAY field. Enter the birthday for the first name just as you
did the JOIN field. When you are finished with the BDAY field, your
cursor will advance to the SPOUSE name field.
NOTE: SPOUSE is not kept on the organization information system.
- Page 7 -
Entering the spouse's name is entirely optional. If you choose not to
enter a spouse (just press ENTER on the SPOUSE name field), the
cursor will blank the WK #, BDAY, and ANNV fields fields
automatically. If you do decide to enter the spouse information,
follow the same guidelines as the FIRST name field (including #, BY?,
WK #, and BDAY fields for the SPOUSE).
NOTE: Since children information is not carried on the organization
information system, you may skip over the next 3 paragraphs if you
are working with the organization information system.
Your cursor will now be at the MOD CHILD? prompt. If there are
children to add, answer 'Y' to this prompt. Your cursor will now be
at the # CHILDREN field. Enter the number of children (from 0 to 6).
Your cursor will advance to the top NAME field. If you enter 0 in the
# CHILDREN field, ACIS will erase all information about every child.
You will then move to the ADDR field.
From here, enter the name of each child. When you press ENTER, the
cursor will advance to that child's chronological # field. If the
chronological number is entered, the cursor will move to the BY?
field (NOTE: only on member information system). Enter the BY? like
you did for the first name. Your cursor will now be positioned at the
BDAY field. Likewise, enter the BDAY field as you did the first BDAY
field. Your cursor will now be positioned at the BAPT field. Indicate
whether the child has been baptized. You may enter 'Y', 'N', or '?',
'U' ,blank if this information is unknown. If you cannot remember the
valid values, ask for help by pressing F1. You will repeat this
procedure for each child. Once the cursor has gone past the last
child indicated in the # OF CHILDREN field, it will move to the ADDR
field.
Continue to enter the ADDRESS, CITY, ST, ZIP, and ZONE fields. The
ZIP field is divided into prefix and suffix to accommodate the new
9-digit zip codes. You do not have to enter the 4-digit suffix.
The next field is the NOTES. This is a 45-character free-form field
where you can keep personal notes about someone. You don't have to
enter any notes if you feel none are necessary.
An extended feature is available when the cursor is placed on the
NOTES field. A new function key prompt will appear at the bottom of
the screen which reads F2="PERSONAL NOTES". When you press F2, a
3-line notecard will appear near the bottom of the screen. This will
allow you to keep additional notes about any member. Type whatever
notes you feel are relevant or important. Press ESC on the notecard
to cancel any notes you have just typed, or press F10 to accept the
notecard. Your cursor will return to the NOTES field.
The last field is the ANNV field. This is where a wedding anniversary
is stored. If no spouse is entered, the cursor will not move to this
field at all. If a spouse is entered, you may enter the month, day
and year of the anniversary. Follow the same guidelines and the JOIN
field.
NOTE: The ANNV field is not found on the organization system.
- Page 8 -
When you press ENTER after the NOTES field (if no spouse is entered)
or after the ANNV field (if a spouse is entered), the cursor will
return to the LAST field. You may continue to move from field to
field, correcting any information you may have overlooked. When all
the information you have is complete, press F10 to accept the member.
A prompt will appear asking you if the information is correct (a
default 'N' for no also appears). Study the screen carefully. If you
see any information which needs correction, type 'N' in the prompt
(or just press ENTER due to the default 'N'). Your cursor will move
the the LAST field and you may use your cursor movement keys to
change any fields in error.
Please note that you cannot correct the spouse #, BY?, WK #, BDAY or
ANNV fields if no spouse is entered.
If all the information is correct, press 'Y' at the prompt. If the
member does not exist, the record will be added to the database. If
the member list is full or the member already exists on the database,
an error message will appear indicating so.
If a member is successfully added, the member will be assigned an
ENVELOPE #. This field is used by the ACIS CONTRIBUTIONS SYSTEM,
which is sent to those who register their copy of ACIS. If you would
like to know more about the contributions system, there is a
description of the product near the end of this manual.
A new prompt will now appear asking you if you wish to add any more
members. If you do, just press ENTER (a default of 'Y' is given). The
fields will clear and you will be ready to enter another member. If
you have no more to add, type 'N' in the prompt field and you will be
returned to the main menu.
- Page 9 -
CHANGE A MEMBER
If you have chosen this option by accident, you may press the ESC
key, or you may simply type MENU (all caps) in the LAST field and you
will be returned to the MAIN MENU.
This menu option allows you to change information on your database.
When CHANGE A MEMBER is chosen from the main menu, a new screen
appears and awaits your input. In order to change a member, you must
tell ACIS what member you want to change. You can accomplish this by
entering the LAST name field, and either the FIRST name field, the
SPOUSE name field, or both the FIRST and SPOUSE name field. Remember,
you must type the LAST, FIRST, or SPOUSE name field in the same case
as originally entered (UPPER, lower, or Mixed case).
EXAMPLES: If there is no spouse on a member, you would fill in the
LAST name field and the FIRST name field. If there is a spouse on a
record, you could (a) fill in the LAST name field and the FIRST name
field (b) fill in the LAST name field and the SPOUSE name field (c)
fill in the LAST name field and both the FIRST/SPOUSE name fields.
HINT: As a shortcut, you only need to enter the first six (6)
characters of the LAST name and the first four (4) characters of the
FIRST/SPOUSE name fields.
A function key option is available on the change screen that may help
you to locate a member if you cannot remember the "key" information
(last name, first name or spouse name). This option appears at the
bottom of the screen as F2=LAST NAME SEARCH.
To use this function, type in the last name (or the first six letters
of the last name) and, while the cursor is still on the LAST field,
press F2. A new screen will appear and list the LAST name, FIRST name
and SPOUSE name of every member matching the first six letters of the
LAST name you typed in. When the search is complete, you will be
returned to your previous screen.
When you have filled in this "key" information, press F10. ACIS will
attempt to find the member you are looking for. If it cannot find it,
a message will be displayed indicating this. If it does find the
member, all the fields will be filled in and you will then be able to
change any information on any field (similar to the add process).
You may type a zero in the # OF CHILDREN field. However, please note
that this will erase all the information for all the children you may
have entered. This is a quick way of deleting all children from a
member (i.e. in the case of divorce).
- Page 10 -
To erase a single child, move your cursor to the MOD CHILD? field and
type 'Y'. Your cursor will move to the # CHILDREN? field. DO NOT
change the number of children!! The system will do that for you. Move
your cursor to the NAME field of the child to delete. Blank out the
child's NAME by using the spacebar, then press ENTER. Once blank, all
remaining information for the child is removed. Now use your TAB or
ENTER or PG DN or DOWN-ARROW key to move through the rest of the
children.
Once the cursor leaves the last child, the children will be ordered
sequentially and the # CHILDREN field will be recalculated.
To erase a SPOUSE, move the cursor to the SPOUSE field and blank out
the name. The #, BY?, WK #, BDAY, and ANNV fields will immediately be
cleared. Please note that you cannot correct the spouse #, BY?, WK #,
BDAY or ANNV fields if no spouse is entered.
When you move your cursor to the NOTES field, the PERSONAL NOTES
function key will appear at the bottom of the screen. If you wish to
change personal notes, press F2 and you may edit the notecard as you
did on the ADD screen.
When you have changed all the information you need, press F10 to
accept the changes. You will again be prompted for correctness and
for additional changes (similar to the add process).
- Page 11 -
DELETE A MEMBER
If you have chosen this option by accident, you may press the ESC
key, or you may simply type MENU (all caps) in the LAST field and you
will be returned to the MAIN MENU.
This menu option allows you to delete a member from your database.
When DELETE A MEMBER is chosen from the main menu, a new screen
appears and awaits your input. In order to delete a member, you must
tell ACIS what member you want to delete. You can accomplish this by
entering the LAST name field, and either the FIRST name field, the
SPOUSE name field, or both the FIRST and SPOUSE name field. Remember,
you must type the LAST, FIRST, or SPOUSE name field in the same case
as originally entered (UPPER, lower, or Mixed case).
A function key option is available on the delete screen that may help
you to locate a member if you cannot remember the "key" information
(last name, first name or spouse name). This option appears at the
bottom of the screen as F2=LAST NAME SEARCH.
To use this function, type in the last name (or the first six letters
of the last name) and, while the cursor is still on the LAST field,
press F2. A new screen will appear and list the LAST name, FIRST name
and SPOUSE name of every member matching the first six letters of the
LAST name you typed in. When the search is complete, you will be
returned to your previous screen.
Follow the same procedures as CHANGE A MEMBER. When the member is
displayed, a prompt will appear asking you if you really want to
delete this member. The default is 'N' to prevent accidental
erasures. If you do want to delete that member, type 'Y' in the
prompt field. Your member is deleted (along with the personal notes)
and cannot be recovered. If you do not want to delete the member
displayed, just press ENTER or press 'N'.
You will again be prompted for additional deletions (similar to the
add process).
- Page 12 -
INQUIRE A MEMBER
If you have chosen this option by accident, you may press the ESC
key, or you may simply type MENU (all caps) in the LAST field and you
will be returned to the MAIN MENU.
This menu option allows you to simply view information on your
database. Common uses are to get a phone number or an address from
the screen as opposed to printing a record. When INQUIRE A MEMBER is
chosen from the main menu, a new screen appears and awaits your
input. In order to inquire a member, you must tell ACIS what member
you want to inquire. You can accomplish this by entering the LAST
name field, and either the FIRST name field, the SPOUSE name field,
or both the FIRST and SPOUSE name field. Remember, you must type the
LAST, FIRST, or SPOUSE name field in the same case as originally
entered (UPPER, lower, or Mixed case).
A function key option is available on the inquire screen that may
help you to locate a member if you cannot remember the "key"
information (last name, first name or spouse name). This option
appears at the bottom of the screen as F2=LAST NAME SEARCH.
To use this function, type in the last name (or the first six letters
of the last name) and, while the cursor is still on the LAST field,
press F2. A new screen will appear and list the LAST name, FIRST name
and SPOUSE name of every member matching the first six letters of the
LAST name you typed in. When the search is complete, you will be
returned to your previous screen.
Follow the same procedures as CHANGE A MEMBER. The member will be
displayed. A prompt will appear asking you if you want to inquire
more members. The default is 'Y'. If you do not want to inquire any
more members, type 'N' in the prompt field. You will be returned to
the main menu. If you do want to inquire more members, just press
ENTER or press 'Y'.
- Page 13 -
PRINT LABELS
Mailing labels may be printed with ACIS. The labels must be one-inch
high (actually, 7/8") and single-column. They can be purchased at
most computer or stationery stores.
When this option is chosen from the main menu, another menu is
presented listing the available print label options. They are:
1) LABEL - ONE MEMBER
2) LABEL - ALL MEMBERS ALPHABETICALLY (OR BY LETTER)
3) LABEL - ALL MEMBERS BY ZIP CODE (OR BY SINGLE ZIP)
4) LABEL - ALL MEMBERS BY ZONE (OR BY SINGLE ZONE)
5) LABEL - ALL MEMBERS BY ZONE (OR BY SINGLE ZONE)
6) LABEL - MEMBERS BY BIRTHDATE RANGE
7) LABEL - MEMBERS BY JOINED DATE RANGE
8) LABEL - MEMBERS BY ANNIVERSARY DATE RANGE
9) RETURN TO MAIN MENU
NOTE: Options 5 and 8 are not available on the ORGANIZATION system.
The ROLODEX card options are placed on this menu in the
ORGANIZATION system.
* LABEL - ONE MEMBER allows you to print a single mailing label.
Fill in the "key" information. When the member is displayed, a prompt
appears asking you if you want to print the displayed member. Respond
to the prompt. Another prompt appears asking you how many copies of
the label you want to print (from 1 to 9). Respond to this prompt.
Finally, a prompt will appear asking you if you wish to print the
mailing label with the FIRST name only (F), the SPOUSE name only (S),
or BOTH names on the label (B). If the member has children, an
additional option is offered which allows a mailing label to be
addressed to a child (C).
The default is 'B' (for both).
This option is useful in that it allows you to store the FIRST name
and SPOUSE name on the same record, but gives you the flexibility to
print either name. It also allows individual mailing labels to be
printed for children. For example, you would not want to send a
birthday card addressed to JOHN and JEAN PHILLIPS if it was John's
birthday.
If you responded 'C' to this prompt, another prompt appears asking
which child is to be printed. The very top name on the screen is
child 1, the very bottom name is child 6. Enter the appropriate child
number.
After responding to this last prompt, the labels will be printed. You
will be returned to the PRINT LABELS MENU.
- Page 14 -
* LABEL - ALL ALPHABETICALLY (OR BY LETTER) allows you to print an
entire set of labels sorted alphabetically. This is useful if you
wish to send labels to all members of your organization.
A prompt appears asking you if you wish to print labels for a single
letter of the alphabet. If you do, enter the letter and press ENTER.
If you wish to print all letters, leave the field blank.
NOTE: This feature is not available in the ORGANIZATION SYSTEM.
Another prompt appears asking you if you are sure you want to
continue. Respond 'Y' if you are sure. Responding 'N' returns you to
the PRINT LABELS MENU. The prompts for number of copies and to whom
are also displayed. The labels will then begin printing in
alphabetical order.
You may experience some delay from time to time. This is only time
the computer is taking to sort the labels. Do not be worried about
any pauses in the printing.
* LABEL - ALL MEMBERS BY ZIP CODE (OR BY SINGLE ZIP) allows you to
print a complete set of mailing labels sorted by the 9-digit ZIP CODE
field. Names are sorted alphabetically within zip code.
A prompt appears asking you if you wish to print labels for a single
zip code prefix. If you do, enter the 5-digit zip code prefix and
press ENTER. If you wish to print all zip codes, leave the field
blank and press ENTER.
NOTE: This feature is not available in the ORGANIZATION SYSTEM.
Another prompt appears asking you if you are sure you want to
continue. Respond 'Y' if you are sure. Responding 'N' returns you to
the PRINT LABELS MENU. The prompts for number of copies and to whom
are also displayed. The labels will then begin printing in zip code
order.
* LABEL - ALL BY ZONE (OR BY SINGLE ZONE) allows you to print an
entire set of labels sorted by the zone field. Names are printed
alphabetically within zone. Often times the Post Office requires that
organizational mailers be sorted by zone code in order to receive
"bulk rate" postage fees. This option was added to accommodate this.
A prompt appears asking you if you wish to print labels for a single
zone. If you do, enter the 6-character zone and press ENTER. If you
wish to print all zones, leave the field blank and press ENTER.
NOTE: This feature is not available in the ORGANIZATION SYSTEM.
Another prompt appears asking you if you are sure you want to
continue. Respond 'Y' if you are sure. Responding 'N' returns you to
the PRINT LABELS MENU. The prompts for number of copies and to whom
are also displayed. The labels will then begin printing in zone
order.
- Page 15 -
* LABEL - ALL BY CODE (OR BY SINGLE CODE) allows you to print an
entire set of labels sorted by the code field. Names are printed
alphabetically within code.
A prompt appears asking you if you wish to print labels for a single
code. If you do, enter the 6-character code and press ENTER. If you
wish to print all codes, leave the field blank and press ENTER.
Another prompt appears asking you if you are sure you want to
continue. Respond 'Y' if you are sure. Responding 'N' returns you to
the PRINT LABELS MENU. The prompts for number of copies and to whom
are also displayed. The labels will then begin printing in code
order.
NOTE: This option is not available in the ORGANIZATION SYSTEM.
* LABEL - MEMBERS BY BIRTHDATE RANGE allows you to print a set of
labels sorted alphabetically, contingent on a beginning and ending
birthdate, including years. This would allow you to print a set of
mailing labels to all persons, for instance, born between 1/1/88 and
12/31/89. The effect would be to print mailing labels for all babies
born the past two years.
When you choose this option, a screen appears asking you to enter a
beginning date and an ending date. Enter the dates as you did before
and press F10 to accept them. Press ESC to cancel the request. The
prompts for number of copies is also displayed.
* LABEL - MEMBERS BY JOINED DATE RANGE allows you to print a set
of labels sorted alphabetically, contingent on a beginning and ending
joined date, including years. This would allow you to print a set of
mailing labels to all persons, for instance, who joined between
1/1/88 and 12/31/89. The effect would be to print mailing labels for
all members joined the past two years (The VISITOR system has FIRST
VISIT DATE in place of JOINED DATE).
When you choose this option, a screen appears asking you to enter a
beginning date and an ending date. Enter the dates as you did before
and press F10 to accept them. Press ESC to cancel the request. The
prompts for number of copies is also displayed.
* LABEL - MEMBERS BY ANNIVERSARY DATE RANGE allows you to print a
set of labels sorted alphabetically, contingent on a beginning and
ending anniversary, including years. This would allow you to print a
set of mailing labels to all persons, for instance, married between
1/1/88 and 12/31/89. The effect would be to print mailing labels for
all members married the past two years.
When you choose this option, a screen appears asking you to enter a
beginning date and an ending date. Enter the dates as you did before
and press F10 to accept them. Press ESC to cancel the request. The
prompts for number of copies is also displayed.
- Page 16 -
PRINT ROLODEX(TM) CARDS
Rolodex cards may also be printed with ACIS. Tractor-feed Rolodex
cards must be three-inches high by five-inches wide. They may also be
purchased at most computer or stationery stores.
When this option is chosen from the main menu, another menu is
presented listing the available print label options. They are:
1) ROLODEX - ONE MEMBER
2) ROLODEX - ALL MEMBERS ALPHABETICALLY (OR BY LETTER)
3) RETURN TO MAIN MENU
NOTE: These options are combined with the label options on the
ORGANIZATION system.
* ROLODEX - ONE MEMBER is identical to LABEL - ONE MEMBER, but no
prompt is given for which name to print.
* ROLODEX - ALL ALPHABETICALLY is identical to LABEL - ALL
ALPHABETICALLY but no prompt is given for which name to print.
* RETURN TO MAIN MENU returns you from the PRINT ROLODEX MENU to the
MAIN MENU.
- Page 17 -
PRINT REPORTS
Reports may be printed with ACIS. The reports are printed on standard
8.5" by 11" tractor-feed paper.
When this option is chosen from the main menu, another menu is
presented listing the available print report options. They are:
1) COMPREHENSIVE MEMBER DIRECTORY
2) ALL MEMBERS BY MEMBERSHIP NUMBER
3) BIRTHDAY REPORT
4) ANNIVERSARY REPORT
5) DATE JOINED REPORT
6) BIRTHDATE RANGE REPORT
7) JOINED DATE RANGE REPORT
8) ANNIVERSARY DATE RANGE REPORT
9) RETURN TO MAIN MENU
NOTE: Options 2, 4 and 8 are not available on the ORGANIZATION
system.
* COMPREHENSIVE MEMBER DIRECTORY allows you to print a complete list
of your database, sorted alphabetically, page-broken by letter,
complete with headings, page numbers and the date printed.
A prompt appears asking you if you are sure you want to continue.
Respond 'Y' if you are sure. Responding 'N' returns you to the PRINT
REPORTS MENU. Another prompt will appear asking you if you wish to
print notes. If you respond 'Y', the NOTES field (not the personal
notecard) will be printed on the report along with the other member
information. The reports will begin printing in alphabetical order.
You may experience some delay from time to time. This is only time
the computer is taking to sort the members. Do not be worried about
any pauses in the printing.
* ALL MEMBERS BY MEMBERSHIP NUMBER provides a report, sorted by
chronological membership number, of all members. The report simply
lists the number and name of the member.
* BIRTHDAY REPORT is a useful report that provides a list of names
who have a birthday in a given timeframe. The report prints the name
and birth date of all members and is not sorted in any manner.
A prompt appears requesting you type in the beginning month you wish
the report for. If you do not wish to print a report, press ESC. You
will be returned to the PRINT REPORTS MENU.
After you enter the desired month, a prompt appears asking for the
beginning day. After entering the day, another set of prompts appear
asking for the ending month and day. Once you have entered both
months and both days, press F10. the report will begin printing.
- Page 18 -
A separate line will appear for each person, including children
(except for organization system), who has a birthday in that month-
day date range. For example if both a FIRST name and SPOUSE name have
a birthday in the same month-day date range, a separate report line
will be generated for each party.
If an output line is for a child, one parent's name will also be
printed to help you locate that record on the database, if needed.
* ANNIVERSARY REPORT is a useful report that provides a list of names
who have an anniversary in a given timeframe. The report prints the
name and anniversary date of all members and is not sorted in any
manner. Follow the same input guidelines as the BIRTHDAY REPORT.
NOTE: The ANNIVERSARY REPORT is not available in the organization
information system.
* JOINED DATE REPORT is a useful report that provides a list of names
who have a join date within a given timeframe. The report prints the
name and date joined for all members and is not sorted in any manner.
Follow the same input guidelines as the BIRTHDAY REPORT.
NOTE: The visitor information system does not have a JOINED DATE
REPORT. Instead, it produces a FIRST VISIT REPORT.
* BIRTHDATE RANGE REPORT allows you to print a report sorted
alphabetically, contingent on a beginning and ending birthdate. This
would allow you to print a report for all members, for instance, born
between 1/1/88 and 12/31/89. The effect would be to print a report of
all babies born the past two years.
When you choose this option, a screen appears asking you to enter a
beginning date and an ending date. Enter the dates as you did before
and press F10 to accept them. Press ESC to cancel the request.
If an output line is for a child, one parent's name will also be
printed to help you locate that record on the database, if needed.
* JOINED DATE RANGE REPORT is similar to the BIRTHDATE RANGE report,
except joined dates are used.
NOTE: The visitor information system does not have a JOINED DATE
RANGE REPORT. Instead, it produces a FIRST VISIT REPORT.
* ANNIVERSARY DATE RANGE REPORT is similar to the BIRTHDATE RANGE
report, except anniversaries are used.
NOTE: The ANNIVERSARY RANGE REPORT is not available in the
organization information system.
- Page 19 -
* RETURN TO MAIN MENU returns you from the PRINT REPORTS MENU to the
MAIN MENU.
- Page 20 -
RETURN TO ACIS MAIN MENU
The RETURN TO ACIS MAIN MENU option is very important. If you have
added, changed, or deleted any members, you MUST exit the system
through this option in order for your members to be properly saved.
DO NOT reboot your computer or turn off your computer if you have
added, changed or deleted members unless you have properly terminated
the program!
If you have only printed or inquired members, you may warmboot your
computer or turn it off. No information will be lost.
When you do choose to quit, a prompt appears asking you if you are
sure you want to quit. Press 'Y' to return to the ACIS main menu.
Press 'N' to return to the main menu.
After you press 'Y', an information screen is displayed which lists
how many members you inquired, added, changed, or deleted and also
how many members are on your database. This is called a "session
log". If you would like a printout of the session log, press your
SHIFT-PRTSCN key on your keyboard.
- Page 21 -
UTILITY FUNCTIONS
* CREATE NEW ORGANIZATION DISK is a utility that prepares a diskette
for use with the organization information system. You must prepare a
diskette BEFORE you can add any members to it.
When this utility is started, an information screen is presented.
Place a floppy disk in drive A: and press a key. The disk will be
formatted, erasing any previous information on the disk.
Next, a screen will appear asking you to enter a name for the
organization. Enter a name (up to 15 characters) and press ENTER. The
name will be written to the disk and an empty database will be
created. Once this process is complete, you may feel free to use the
diskette in the organization information system.
* TRANSFER VISITOR TO MEMBER is a utility that will allow you to
transfer a visitor from the visitor information system to the member
information system (personal notes are included in the transfer).
When this utility is started, the members and visitors are loaded and
a menu is presented. Press 1 to transfer a visitor, press 2 to quit
the utility and return to the UTILITIES menu..
When you choose to transfer, an input screen is presented similar to
the inquiry screen of any information system. Enter the "key"
information, and press F10. When the visitor is displayed, a prompt
will appear asking you if you want to transfer this visitor. If you
do, press 'Y' and the visitor will be added to the member database
(and deleted from the visitor database). If you do not want to
transfer that visitor, press 'N'.
A prompt will appear asking you if you want to transfer any more.
Respond accordingly.
When all transfers are finished, choose option 2 from the main menu
and both databases will be saved.
* TRANSFER MEMBER TO ORGANIZATION is a utility that will allow you to
transfer a single member (first name, spouse name or child) from the
member information system to an organization system floppy disk
(personal notes are included).
When this utility is started, you will be requested to insert your
organization disk in drive A:. Place the disk in drive A: and press
any key. The organization and members will begin loading. A main menu
will then be presented. Press 1 to transfer a member, press 2 to quit
the utility.
When you choose to transfer, an input screen is presented similar to
the inquiry screen of any information system. Enter the "key"
information, and press F10. When the member is displayed, a prompt
will appear asking you if you want to transfer this member. If you
- Page 22 -
do, press 'Y'.
At this point, another prompt will appear asking you which member to
transfer: First, Spouse, or Child. This is similar to the processes
in the member and visitor information system regarding single mailing
labels. Choose the appropriate person (by pressing 'F', 'S' or 'C').
The member will be added to the organization database in drive A:
(the member WILL NOT be deleted from the member database). If you do
not want to transfer that member, press 'N'.
A prompt will appear asking you if you want to transfer any more.
Respond accordingly.
When all transfers are finished, choose option 2 from the main menu
and the organization database will be saved. You will then return to
the UTILITIES menu.
* BACKUP MEMBERS TO FLOPPY DISK is a utility that allows you to make
a copy of the MEMBER database on a floppy disk. It is considered a
VERY WISE practice to do this as a loss of member data would result
in a very lengthy recovery time if you had to retype each individual
member.
When this utility is started, an information screen is presented
giving you instructions. Place a FORMATTED, empty disk in drive A:
and press any key. The member database (BUT NOT THE PERSONAL NOTES)
is saved on the floppy disk. You will automatically be returned to
the UTILITIES main menu.
Place the backup floppy disk in a safe place. It is recommended that
you do this procedure at least once a week, if not more often. You
should mark the time and date of the backup on the floppy disk label.
This might be helpful if you need to restore the database for some
reason.
* BACKUP VISITORS TO FLOPPY DISK is much the same as the BACKUP
MEMBERS utility, only the VISITORS database is copied.
* RESTORE MEMBERS FROM FLOPPY DISK is a utility which will copy the
previously backed-up MEMBER database from a floppy disk to your
C:\ACIS subdirectory. You would choose this procedure if you ever
wanted to restore the MEMBER database from a previous backup.
When this utility is started, an information screen is presented
giving you instructions. Place the floppy disk containing the
backed-up MEMBER database in drive A: and press any key. The member
database (BUT NOT THE PERSONAL NOTES) is copied from the floppy disk
to your C:\ACIS subdirectory. You will automatically be returned to
the UTILITIES main menu.
* RESTORE VISITORS FROM FLOPPY DISK is much the same as the RESTORE
MEMBERS utility, only the VISITORS database is restored.
* RETURN TO ACIS MAIN MENU will return you to the ACIS main menu.
- Page 23 -
OTHER UTILITIES
There may be a time when you wish to erase all the data in the MEMBER
or VISITOR databases. A facility has been provided for you in this
case.
To completely erase your MEMBERS database, change to the C:\ACIS
subdirectory from your DOS prompt (C:> CD\ACIS) and type the command
STARTM. Follow the on-screen directions. If you do not want to
continue with the procedure, press CTRL-C and your MEMBER database
will not be erased. Otherwise, press any key and your MEMBER database
will be erased (along with the PERSONAL NOTES).
To completely erase your VISITORS database, change to the C:\ACIS
subdirectory from your DOS prompt (C:> CD\ACIS) and type the command
STARTV. Follow the on-screen directions. If you do not want to
continue with the procedure, press CTRL-C and your VISITOR database
will not be erased. Otherwise, press any key and your VISITOR
database will be erased (along with the PERSONAL NOTES).
There may be an instance where your data cannot be read due to disk
damage. If this happens, you may be able to rebuild the index to your
database. Change to the C:\ACIS subdirectory from your DOS prompt,
and type RUN5 REBUILD (for the member database) or RUN5 REBUILDV (for
the visitor database).
To recover an organization disk, place the disk in drive A: and type
COPY A:ANSI.RND C:\ACIS\A.RND from your DOS prompt. Once copied,
change to your ACIS subdirectory (CD\ACIS) and type RUN5 REBUILDO. If
successful, you may remove the extra copy of the data by typing DEL
C:\ACIS\A.RND.
- Page 24 -
ACIS CONTRIBUTIONS SYSTEM
The ACIS CONTRIBUTIONS SYSTEMS are now available to those who
register their copy of ACIS. The contributions system is an excellent
addition to the ACIS system and integrates perfectly with the data
already stored in the member and visitor systems.
The contributions system is designed to track pledges and givings of
all members and visitors. Its data entry features are unbelievably
easy to use and the reporting system will save many hours of work for
your financial staff.
Members or visitors may be recalled by typing their name, their
envelope number, or scrolling backwards and forwards through the
database. Once chosen, the member or visitor's contribution record is
retrieved. You may then add information regarding the date of the
pledge or offering, the contribution category (you may define up to
40 separate categories), and the amount. Each member or visitor may
have up to 300 entries which may be scrolled up or down on the
screen!!
A reporting section allows you to print one member's contribution
statement (for a given timeframe or for year-to-date), all members'
contribution statements, a contribution category summary statment for
a given timeframe or for year-to-date, a list of all members and
their envelope numbers, ledger sheets for recording contributions
before data entry, and a list of contribution categories.
The contributions system has four levels of security ranging from
unlimited privileges to the authority to print only selected reports.
Prying eyes not privy to the password system will not be allowed into
contributions system at all.
If financial record keeping is a must for your church or
organization, your registration of ACIS is well-worth the price to
receive the contributions system upgrade.
- Page 25 -
REGISTRATION
I think you will find ACIS to be a very professional and useful
product for your church or organization. There are other systems that
you may purchase for hundreds of dollars which do not provide the
level of detail and functionality that ACIS provides.
The registration fee for ACIS is forty-nine dollars. The registration
fee, in addition to helping the author justify the reason for
creating ACIS, will entitle you to free upgrades and revisions as
they become available (including the now-available CONTRIBUTIONS
system!!).
ACIS is an evolving product. As you register, please be sure to give
feedback on how you think this product could be improved. Your
suggestions may very well be incorporated in the next release.
Thank you for registering your copy of ACIS . . . John Phillips.
*-------------------------------------------------------------------*
| ACIS REGISTRATION FORM |
| |
| |
| NAME : ______________________________________________________ |
| |
| COMPANY : ______________________________________________________ |
| |
| ADDRESS : ______________________________________________________ |
| |
| CITY : ________________________ ST: ____ ZIP: _____________ |
| |
| PHONE : (______) ______ - ________ |
| |
| WHERE DID YOU RECEIVE YOUR COPY OF ACIS? |
| |
| _____________________________________________ VERSION: ________ |
| |
| |
| PLEASE SEND A CHECK FOR $ 49.00 PAYABLE TO JOHN M. PHILLIPS TO: |
| |
| JOHN M. PHILLIPS |
| 1100 TIMBERBEND TRAIL |
| ALLEN, TX 75002 |
| (214) 727-8668 |
| |
| SUGGESTIONS: |
| |
| _________________________________________________________________ |
| _________________________________________________________________ |
| _________________________________________________________________ |
| _________________________________________________________________ |
| _________________________________________________________________ |
| _________________________________________________________________ |
| _________________________________________________________________ |
| _________________________________________________________________ |
| _________________________________________________________________ |
*-------------------------------------------------------------------*
- Page 26 -
6
FILE2388.TXT
Disk No: 2388
Disk Title: Advanced Church Information Systems:ACIS
PC-SIG Version: S1
Program Title: Advanced Church Information System (ACIS)
Author Version: 2.1
Author Registration: $49.00
Special Requirements: 384K RAM and a hard drive.
ACIS (Advanced Church Information Systems) is a friendly computer
software system designed to increase church productivity by keeping
relevant information about members, visitors, and organizations. This
information can then be used to print mailing labels, Rolodex (tm)
cards, and a variety of reports.
ACIS is menu-driven, meaning that all available options are selected
from a series of menus. No prior experience with database programs is
needed to become productive with ACIS. ACIS was programmed by John M.
Phillips for the First United Methodist Church of Allen, Texas, but has
been adapted for use with most denominations.
ACIS is divided into four distinct systems: the member information
system (capable of storing 800 records), the visitor information system
(also 800 records), the organization information system (500 records),
and the utility functions. The variety of reports the systems generate,
together with an informative manual and easy program, fit in well with
a church that wants to be the "home" church of its congregation.
PC-SIG
1030D East Duane Avenue
Sunnyvale Ca. 94086
(408) 730-9291
(c) Copyright 1989 PC-SIG, Inc.
Directory of PC-SIG Library Disk #2388
Volume in drive A has no label
Directory of A:\
INSTALL BAT 1328 3-21-90 1:17p
PKXARC COM 10368 8-25-87 1:40p
READ BAT 27 3-21-90 1:17p
READ ME 926 3-21-90 1:19p
ACIS ARC 277922 3-28-90 9:46a
FILE2388 TXT 2443 9-18-90 8:58a
6 file(s) 293014 bytes
25600 bytes free