catholic diocese of richmond - diosav.org soft sop20170705… · web viewif you require an...

CATHOLIC DIOCESE OF SAVANNAH PARISHSOFTSTANDARD OPERATING PROCEDURES

ContentsFamily Directory...................................................................................................................................................5

Registering a Family...............................................................................................................6

Adding a New record..............................................................................................................6

Importing a family...........................................................................................................................................7

Importing Without Registering...................................................................................................................8

Assigning Registration Status.....................................................................................................................9

Adding a business or Organization..........................................................................................................10

Family Groups....................................................................................................................... 11

Definition of Family Groups.......................................................................................................................11

Status Interaction Family Groups............................................................................................................13

Name Standards.................................................................................................................... 14

Title standards................................................................................................................................................16

Handling Divorce Situations......................................................................................................................17

Marriage between members......................................................................................................................19

Merge vs. Importing records.................................................................................................21

Address Standard.................................................................................................................. 22

Address verification............................................................................................................... 22

Home Address.................................................................................................................................................23

Mailing Address..............................................................................................................................................23

Other Address..................................................................................................................................................23

Change of Address................................................................................................................ 24

Publications........................................................................................................................... 25

Send Magazine................................................................................................................................................25

Send Mail..........................................................................................................................................................25

Publish Address..............................................................................................................................................25

Publish Phone..................................................................................................................................................25

Publish Email...................................................................................................................................................25

Publish Photo for Pictorial Directory......................................................................................................25

Ethnicity................................................................................................................................ 26

Member Roles....................................................................................................................... 27

Head –Husband – Wife.................................................................................................................................27

Single Adults....................................................................................................................................................27

Unknown...........................................................................................................................................................27

P a g e | 1 Standards and Procedures 06 July 17


Member Status...................................................................................................................... 28

Defining member status..............................................................................................................................28

Active Member................................................................................................................................................28

Inactive Member............................................................................................................................................28

ActOther............................................................................................................................................................28

Deceased...........................................................................................................................................................28

Member Info.......................................................................................................................... 29

Maiden Name..................................................................................................................................................29

Birth Date and Place.....................................................................................................................................30

Religion..............................................................................................................................................................31

Sacrament............................................................................................................................. 32

Sacramental Records..................................................................................................................................32

Individual Sacrament Creation.................................................................................................................32

Group Sacrament Creation.........................................................................................................................33

Shared Data Fields........................................................................................................................................33

Printing a Sacrament Certificate...........................................................................................34

Organization Management....................................................................................................35

Adding Celebrants................................................................................................................. 36

Offertory..................................................................................................................................................................37

Batch Naming Standards......................................................................................................37

Batch Creation...................................................................................................................... 38

Fund....................................................................................................................................................................38

Cash Total.........................................................................................................................................................38

Date Opened....................................................................................................................................................38

Batch Type........................................................................................................................................................38

Comment...........................................................................................................................................................38

Posting Standards................................................................................................................. 39

Second and other collections.....................................................................................................................40

Envelopes containing checks:...................................................................................................................40

Envelopes with Cash.....................................................................................................................................40

Loose Checks...................................................................................................................................................40

Splits Checks...................................................................................................................................................40

Mail and Walk in Receipts..........................................................................................................................40



Miscellaneous Receipts……………………………………………………………………………………………………………….40

On-Line (Electronic) Contributions…………………………………………………………………………………………………40

Quick Batch Filters & Options..............................................................................................41

Family/Member lookup................................................................................................................................41

Additional fields..............................................................................................................................................41

Posting Filters.................................................................................................................................................41

Posting...............................................................................................................................................................42

Batch Information..........................................................................................................................................42

Default Posting Data.....................................................................................................................................42

Posting Definitions of Gift Type................................................................................................................43

Correction Batch................................................................................................................... 44

Reporting............................................................................................................................... 45

Weekly Batch Reports..................................................................................................................................45

End of Year Statements...............................................................................................................................46

Administration.....................................................................................................................................................47

Staff Management................................................................................................................. 47

Lookup Tables....................................................................................................................... 48

Fund Creation....................................................................................................................... 49

Suspense............................................................................................................................... 50

Module Settings.................................................................................................................... 51

Religious Ed.......................................................................................................................... 51

My Own Church..................................................................................................................... 51

Offering………………………………………………………………………………………………………………………………………..52

Import…………………………………………………………………………………………………………………………………………52

ConnectNow Giving………………………………………………………………………………………………………………………52

Notifications......................................................................................................................... 53

Change Parish of Registration......................................................................................................................53



Merging Records................................................................................................................... 54

Master DUID………………………………………………………………………………………………………………………………..54

Cross Parish Duplicates…………………………………………………………………………………………………………………55



Family Directory Registration Status

Title: Assigning Registration Status to Family and Member

Description: This standard procedure outlines the process that should be followed when a parish is adding a new family and must specify the family’s status as well as the member’s status. There are several scenarios that could occur within a parish that must be identified. A proper family status and member status combination will describe an individual’s unique standing within the parish.

Details: The following example scenarios list how a person may be represented in the Parish.

To ensure that the proper family and member status is used, look up the scenario in which the family or person applies in the table and complete the family, registered, and member status fields in the manner in which it is described in the table. For example, if a person is being added to the parish database that is a member of the clergy or has a religious role and is registered and active within the parish, then clergy/religious would be selected for their family group status, the registered box would be selected, and the member status would be active.

A family can be REGISTERED in one parish but can be ACTIVE in many. Ask the parishioner which parish they consider their home parish.

College students or adult children should have their own family record. If a Grandmother moves in with adult children, she is to be kept separate for

mailing and contribution purposes. If a family is moving out of the diocese, the family should be listed as MOVED,

UNREGISTERED and members made INACTVE. Remember to uncheck send envelopes.

A minor child should never be entered as head of household.



Family DirectoryRegistering a Family Title:

Adding a Family to the ConnectNow Family Suite

Description: The system requires you to search the Database to see if the family appears as registered in another parish’s database. It is possible to find the family being added in the list of search results.

Details: How the record is entered is dependent on the results of the search.

Adding a New recordA new family record should be created only if the family is not found in the diocesan search.

If found in the diocesan search import should be used. This will reduce the number of duplicate records created.



Family DirectoryImporting a family Title: When to use import when adding a family to the ConnectNow

Family Suite.

Description: This standard procedure outlines the process that should be followed when a parish is attempting to add a new family that the system identifies as already registered in another parish.

When a new family is added into a parish’s database, the system performs an automatic search in the master diocesan directory to determine if that family is already registered at another parish.

Details: The following process should be followed:

When you click on the Add family button the Find Family screen appears. This search will return less information when more fields are filled in.

Enter the family last name in proper case into the Last Name field.

To further limit the returned information enter First Name

! Be sure to use Proper Case for both fields.

If search returns information carefully review the following fields:

Family NameRegistered OrganizationFamily DUIDAddressCity

State Zip EmailPhone

If you can confirm a match with data you have received on the registration form, import as registered.



Family DirectoryImporting Without Registering

Without registering a family, a parish may import a family that is registered at another parish into its database for the purposes of:

a. Posting Contribution b. Adding a member(s) to time and talent c. Sending contribution envelopes d. Adding a student to a Religious Education class e. Adding sacraments

If you are importing without registering the family, please remember to mark the UNREGISTERED box on the Family Details page. Please note you will not be able to modify basic contact and family detail information if you are not the parish of registration.

! Only the parish of registration is able to modify contact and member detail information for the family. All updates to information must be sent to the parish of registration for addition or deletion.



Family DirectoryAssigning Registration StatusTitle: Entering registration information into the family record.

Description: The combination of registered / unregistered in conjunction with the use of family groups provide the parish and diocese the ability to quickly filter and report on any number of combinations.

There are some combinations of registered / unregistered and family groups that create anomalies and should be avoided

Details: Below is a list of acceptable Family group, registration status and member status

Registered- This status is counted as active census

Unregistered- Not counted as active census.



Family DirectoryAdding a business or Organization Title: Adding a Business or Organization to ConnectNow Family Suite

Description: In addition to family donors – there are Organizations and Businesses that will be contributors or donors.

Details: The following information indicates how to create an Organization or Business within ConnectNow Family Suite for recording and reporting purposes.

Currently, other than through the use of family group, there is no dedicated way to indicate a business or organization. Below is a temporary work around to enable the entry of a business or organization.

There are fields such as prefix and role that are required.

Enter the organization as follows:

Prefix: Mr Last Name: Knights of Columbus First Name: Knights of Columbus Role: Head Gender: Male (default)

Enter the address as you would for any record.

! Registration Status – is Unregistered

! Family Group – Organization/ Business

! Do not use autofill for the salutations. This will be a manual entry Formal Mailing Name: Knights of Columbus Informal Mailing Name: Knights of Columbus Formal Salutation: Knights of Columbus Informal Salutation: Knights of Columbus

You may add a member record if you want to track the president or principal of the company.



Family Directory Family GroupsTitle:

Assigning a Family Group

Description: Family groups allow for the quick sorting and filtering of various types of family data that resides in your ConnectNow Family Suite.

Details: Every family record must contain a family group assignment. Listed below are the preferred family groups.

Definition of Family Groups

Active (Registered)

Active families are those where one or more members are also designated as active. Those families that are actively participating. Family status is registered. (counted for Southern Cross)

Contributor (Unregistered)

Family is contributing but not registered in this parish. Family status is unregistered. They are contributing but have never formally registered.

Moved

(Unregistered)Family has moved out of the diocese. Family status is unregistered.

Inactive

(Registered or

Unregistered)

A family is considered inactive when all members are designated with a status of inactive. This family group can be used to manage your census data and track those families that have shown no participation in more than 2 years. Think of this group as another opportunity to reach out to your parishioners. Family status can be registered or unregistered depending on the circumstance. (Registered inactive are counted for Southern Cross.)

School Only (Unregistered)

The family has a member in the parish school but is not registered in the parish. Used for tracking only does not affect census.

Religious Ed Only (Unregistered)

The family participates only in the religious education program but is not registered in this parish. Family status is unregistered. The family may be registered at another parish.



Sacrament Only (Unregistered)

Family is there to receive a sacrament however is not a registered member of your parish and does not affect your census. (A bride wants to get married at her childhood home parish, or the parents who want to have their baby Baptized in the grandparent’s parish.) Family status is unregistered.

Staff (Unregistered)

Member of the staff who is not registered in any parish. Usually they are non-practicing or non-Catholic members of the staff. Family status is unregistered.

Visitor

(Unregistered)

Family is contributing but not registered in this parish. Usually for out of town visitors.

Deceased When a member of the family or a single registered parishioner dies. If a single registered parishioner dies change the status to unregistered.

Organization / Business

When an organization such as the Knight of Columbus, Women’s Group or Men’s club or a business such as Publix contributes to the parish.

Unknown/Invalid Address

This is used when an address fails CASS/NCOA or mail is returned. It may or may not affect the registration status. It is dependent upon the reason for the failure or return.

! These fields are global and cannot be changed at the parish



Family GroupsStatus Interaction Family Groups Parishioner Scenario

Family Registration Status

Currently Registered box

Family Group Member status

Standard Active – Registered family including Permanent Deacons

Registered Yes Active All members – active OR

Individual Members may be a combination of Active, Inactive or Deceased

Non-Catholic member of Standard Registered family

Registered Yes Active ActOther

Standard Inactive family

Not Registered

No Inactive Inactive

All members of the family are Deceased

Not Registered

No Deceased Deceased

Non Member

Moved within the diocese- asked to be removed from parish roll

Not Registered

No Inactive Inactive

Registered in Another Parish (Imported)

For posting, envelopes, RE or Ministry

Registered at (Parish Name)

No Envelopes/posting= Active

Religious Ed Class = RE only

Ministry = Active

Active

Contributor, Organization /Business

Visitor

Not Registered

No Contributor

Organization/Business

Visitor

Inactive

A VISITOR donates an occasional weekly contribution where as a CONTRIBUTOR doesn’t attend a parish and will donate a larger sum for a specific fund, such as capital campaign.



If a VISITOR continues to contribute to the parish, the parish should contact the family to complete a registration; STATUS is then changed to ACTIVE, REGISTERED.

ORGANIZATION/BUSINESS is for corporate donors or groups such as Knights of Columbus.

Family DirectoryName StandardsTitle: Data Entry standards for family names

Description: Data entry standards should be used to ensure the proper formatting of mailing lists, letters and emails.

Correct spelling of a family’s name along with the inclusion of member birthdates will also help in the reduction of duplicate entries. When adding a new family, the system performs an automatic search to see if that family is already within a database.

Details: When adding a new family, proper spelling and punctuation should be used at all times. Please use the full legal name.

You must always check to see if the family is already listed in the database. Use Proper Case when searching the system.

If the family is listed, but spelled incorrectly, go into the Family Details page and correct any misspellings.

The following process should be followed:

When adding a family that is not present in the database, be sure to capitalize the first letter of each first name as well as the first letter of the last name. Failure to adhere will cause problems when sending mail merge letters or other communications to that family.

The first names, if a married couple, should be entered in the order of male and then female. The program assigns gender role based on the input in the prefix.

Every record must have the role type of either Head, Husband or Wife these are synonymous.

Upon entering member information, a married couple is to be entered as husband and wife, whereas a single person would be head of household.

If the wife chooses to retain her maiden along with her husband’s surname, enter the member last name for the wife as a she wishes it to appear. Be sure and ask the female parishioner if she prefers the title of Ms. or Mrs. Husband John Doe Wife Jane Dixon-Doe



Autofill with create the following entries

Mailing Name Mr. John Doe and Mrs. Jane Dixon-Doe Informal Mailing Name John Doe and Jane Dixon-Doe Formal Salutation Mr. Doe and Mrs. Dixon-Doe Informal Salutation John and Jane

The system requires complete member information with prefix as well as gender for auto fill purposes.

Prefix is required and is a diocesan global table. Suffix is a diocesan global table.

! Never add the suffix to the Last Name field.

Incorrect entry: Last Name: Smith, Jr.

Correct Prefix Mr.

First Name John

Nickname Johnny

Last Name Smith

Suffix Jr.

Do not use a character such as forward slash (/) to indicate a couple. Do not use an ampersand (&) in place of the word and.

! If a prefix or suffix is missing or required you must contact the diocese to have it added.



Family Directory Title standards

The following are the approved list of diocesan Prefix Titles. If you require an addition contact your system administrator at the diocese.

Mr.

Mrs.

Miss

Ms.

Dr.

Sister

Rev.

Rev. Mr.

Rev. Msgr.

Very Rev.

Msgr.

Br.

Most Rev.

Gen.

Lt. Gen.

Maj. Gen.

Brig. Gen.

Col.

Lt. Col.

Maj.

Capt.

1Lt.

2Lt.

Judge

! This is a global field and should not be added to.

It is important to correctly add family and member names as this effects how they are printed on reports and labels.

Do not use spaces in hyphenated names. Use: Mary Owens-Jones, Not Mary Owens – Jones.

! If possible determine how the parishioners prefer to be addressed, formally, informally, by nickname

! If you encounter a title that does not appear in the Title field, please contact the diocesan administrator.



Family DirectoryName Standards

Handling Divorce SituationsTitle: Data entry standards for couples divorcing.

Description: This standard procedure outlines the processes that should be followed when dealing with a registered couple who is divorcing.

Details: The following process should be followed when notified of a couple that is divorcing.

Divorcing Couples without ChildrenCreate a new family record with the following naming format:

Last Name: Family name Doe

Prefix Mr.

First Name Placeholder

Nickname

Last Name Doe

Suffix

Import the husband into the newly created record. Then delete the member named Placeholder from the record.

Change both records (his newly created record and her remaining record) to the member role of Head.

Change the marital status to “divorced” in both records. Update the Autofill field in the family tab in both records. Assign envelopes where needed. Change address information where needed.

P a g e | 17 Standards and Procedures 08 May. 23


Family DirectoryDivorcing couples with minor children

Children stay in the record of the member with parental custody.

Create a new family record with the following naming format:

Last Name: Family name e.g.

Prefix Mr.


Nickname

Last Name Doe

Suffix

Import the parent without legal custody of the children into the newly created record. Then delete the member named Placeholder from the record.

Change both records to the member role of Head and update the Autofill field.

Change the marital status to “divorced” in both member records.



Family Directory Marriage between members Title: Data entry standards for couples marrying within the parish.

Description: This standard procedure outlines the processes that should be followed when dealing with a registered couple who is getting married.

There are three scenarios

1. Children of two registered households marrying2. Singles in two separate households marrying3. Widow and Widowers marrying

Details: The following process should be followed when notified of a couple that is marrying.

Children of registered familiesCreate a new family record with the following naming format:

Last Name: Family name Doe

Prefix Mr.


Nickname

Last Name Doe

Suffix

Import the son into the newly created record from his family record. Then delete the member named Placeholder from the record.

Import the daughter from her family record into the newly created record.

Change the marital status to “Married” in both records. Change member roles in the newly created record to husband and wife. Update the Autofill field in the family tab in both records. Assign envelopes where needed. Change address information where needed.



Family Directory Marriage between Single adultsIn the Brides record

Change the last name to her married name. Change the address to match the Grooms record. Change member role to wife.

Request your System Administrator to Merge the brides and grooms record. The Groom’s record Family DUID should be the master and the brides DUID is the duplicate.

Once merged

Update the Autofill field in the family tab in the records. Assign envelopes where needed. Change address information where needed.



Family Directory

Marriage between Widows and Widowers

! NOTE: before beginning this process make note of the deceased member’s dates of death and change the deceased members to active.

Create a new family record with the following member naming format:

Last Name: Family name Using the Household Name e.g. Doe

Prefix Mr.


Nickname

Last Name Doe

Suffix

Add a second Placeholder Member into the record.

Request your System Administrator to Merge the widower’s member DUID as the master into the 1st Placeholder record (the duplicate Member DUID) and Merge the Widow’s master DUID record into the 2nd Placeholder (duplicate DUID).

Change the marital status to “Married” in both records. Change member roles in the newly created record to husband and wife. Update the Autofill field in the family tab in both records. Assign envelopes where needed. Change address information where needed.

! When the merge is complete change the deceased members of both the widow and widower’s original records back to deceased and insert the date of death.

Merge vs. Importing recordsImporting a record will remove the individual from an existing record and transfer all sacramental information with it. It will not bring any financials with it. You cannot import the last member out of a record. Every family record must have a member. Importing may be done at the parish level.

Merging a record will transfer any and all missing data found in the duplicate into the master record including financials. Merging will create a single record of information including financials, and is a permanent irreversible act. Merging may only been done by your System Administrator.



Family DirectoryAddress Standard

Title: Data Entry standards for addresses

Description: This standard procedure outlines the process that should be followed when a parish is attempting to add a new address to the family directory. This standard follows CNFS and US Postal Service regulations. Data entry standards should be used to ensure the proper formatting of mailing lists and letters and emails.

Details: Definition of Home, Mailing and Other

Address verification When adding a family into ConnectNow Family Suite you are required to insert a home address before saving the entry. The system requires a street address and postal code. Always include Suite, or Lot number on the first line of the address.

When these fields are complete save and edit the record. If there is no change to be made the city will be automatically added and move to the next step. If additional information is required the system will prompt for correct city, and or address directional, Zip+4 or indicate the address is invalid.

At this point you have the following decisions to make.

Choose a city – same zip code services two or more cities (if correct the system will automatically input the city)

Suggested Address – This will appear on the left of the screen and the original entry on the right- generally the suggested address will be postal approved. Always accept the suggested address unless you are 100% certain your entry is correct.

Invalid Address – If this is returned you must decide whether to accept the address as received until you can contact the parishioner.



Home Address The physical local residence.

Mailing AddressThe alternate address to which mail is delivered; this is generally a P.O. Box.

Other AddressThe away address typically used for seasonal residents or snowbirds. The system provides the ability to enter dates when this alternate address is valid. Note: the system will automatically change the rolodex view to reflect the address applicable during the period stated. If unknown leave entire tab blank or if using only dates place “address unknown” in the first line of the field. This will enable quick sorting and remove questions about possibly missed information when using the data for mailing purposes.

Street Suffix AbbreviationsFOR USE FOR USE

Avenue Ave Lane Ln

Boulevard

Blvd Mount Mt

Circle Cir Parkway

Pkwy

Court Ct Road Rd

Drive Dr Route Rte

Heights Hts Street St

Highway Hwy Terrace

Ter

Junction Jct Trail Trl

See: Publication 28 - Postal Addressing Standards found at (http://pe.usps.gov/text/pub28/welcome.htm)


http://pe.usps.gov/text/pub28/welcome.htm


Family DirectoryChange of AddressTitle: Change of address

Description: When a family moves or changes their address.

Details: Previous address should be noted in family notes field along with date of change, reason for change and the initials of person making change.



Family Directory PublicationsTitle: Defining which fields are required in the family record.

Description: Identifying the areas of publication and privacy within the family screen.

Details: Most of the selections within the family screen that are optional. The send mail field is required.

Send Magazine This field is not required on the diocesan level.

Send Mail This field should always be checked; if it is left unchecked mail will not be sent at any level. This field should be unchecked only if all members of the family are deceased.

Publish Address This field should be checked to allow the family address to be printed in rosters and directories. Left unchecked the address will be concealed on all roster directories and other printed material.

Publish PhoneThis field should be checked to allow the family phone number to be printed in rosters and directories. Left unchecked the phone number will be concealed on all roster directories and other printed material.

Publish Email This field should be checked to allow an e-mail address to be printed in rosters and directories. Left unchecked the email-address will be concealed on all roster directories and other printed material.

Publish Photo for Pictorial Directory This field should be checked to allow the family photo to be printed in rosters and directories and used in My Own Church. If left unchecked the address will be concealed on all roster directories and other printed materials.



Family DirectoryEthnicityTitle: Assigning Ethnicity to a Member.

Description: This is a global list and may not be added to or deleted from. If there is a question on a specific ethnicity contact your systems administrator for guidance.

This list is used to compile the Kenedy Directory (OCD) statistics.

Details: Please choose from the system drop down box.

! These fields are global and cannot be changed at the parish



Family DirectoryMember RolesTitle: Assigning Member roles within the family.

Description: Family member roles are based on how they are related to the Head, Husband or Wife. For instance, if the husband’s mother moves in with them, her role would be Mother because she is the Mother of the husband, not Grandmother to the children.

Details: If you have questions about Roles, please contact your system administrator.

Head –Husband – Wife Primary role each record must have one of these three roles assigned. Head would be single adult.

Single AdultsTwo single adults that live together, such as brother and sister, should have separate family records, both with roles of Head. UnknownThis role would only be used until you can determine the correct Role for this individual. This should NOT be a permanent role.



Family Directory Member Status Defining member statusTitle: Selecting the proper member status.

Description: This standard outlines the use of proper member status within the family record. Often families will contain members that are not Catholic or are no longer actively participating in the church.

Details: There are four preferred member statuses within the system. Active, Inactive, ActOther and Deceased.

Active Member This member is actively participating in the parish. When using this designation the religion field should reflect Catholic.

Inactive MemberThis member is not participating; ex. a college student away from home or a homebound member.

ActOtherThis is used for the non-Catholic spouse. When using this designation the religion field should reflect the religion that the member is active in. E.g. John Doe is Catholic his member status is Active his religion is Catholic, Jane Doe is Episcopalian, her member status is ActOther and her religion is Episcopalian. This is an opportunity for evangelization and contributes to the parish statistics.

DeceasedThis member status is used when a family member dies. When this status is used a date of death should be included. If no date of death 1/1/1900 should be entered. Member and family records of deceased people should not be removed or deleted from your Family Directory.

! These fields are global and cannot be changed at the parish.



Family DirectoryMember

Maiden NameTitle: Addition of Maiden Name

Description: A maiden name should be included in the record where possible.

This field is used when creating sacramental records and certificates.

A maiden name must be present to run certificates for Baptism of associated children.

Details: This field must be completed when entering Baptismal records.




Birth Date and PlaceTitle: Entering the member birth date.

Description: Birth date must be entered whenever possible.

Details: Birth Date is used in several search areas to identify individuals.

It is also used in the creation of certificates and is necessary for sacramental entries, baptism, marriage, death.

Place of birth is required for baptismal records.

Birth Date is also used to calculate a graduation year and is used in Religious Education fields.

! When a birth date is entered into a record the system will automatically calculate the age and the graduation year. The system does not take into account the gifted and remedial.




ReligionTitle: Adding Member Religion.

Description: This field identifies the religion in which the member is currently participating.

Member Religion is not to be confused with Faith of Baptism.

Details: ActOther member status would indicate that the member is active in another religion. The member religion should then be selected from the drop down list.

Interfaith couples should be registered as a couple. When one member of the family is not Catholic the member status should be ActOther and the correct religion should be selected from the drop down table.

Mary and Jon Jones register with the parish. Jon is a practicing Methodist. Jon’s member status is ActOther and his religion is Methodist. All other information is collected as member info.

! This is a global table. If you require additions, please contact your system administrator.



Family DirectorySacramentSacramental Records

Title: Recording Sacramental data

Description: The electronic ConnectNow entries DO NOT replace the physical Sacramental Register. As with Register entries data must be completed in a timely manner and fully.Keeping Electronic Sacramental records provides both the parish and diocese with a disaster recovery backup should a catastrophic event occur.

Best practice; update the sacraments when updating other information on the Member record.

Details: All Sacraments must be recorded in BOTH the register book and electronically in ParishSoft.

Individual Sacrament Creation

Title: Adding a Sacramental Record

Description: Enter complete information into the Add New Sacrament Screen.

Details: When adding a new sacrament you must first conduct a search to determine that a record does not currently exist. Once a search is complete and the member is located a new record can be added.

Fields: Enter information into the fields on the sacrament screen following the Diocese of Savannah Sacramental Records Data Entry Standards in ParishSOFT, for each type of sacrament.



Family DirectorySacramentGroup Sacrament Creation

Title: Group Sacramental Entry

Description: Simultaneously add multiple new sacramental records to the database.

Details: To quickly add the shared data fields for multiple sacramental records; available for Baptism, First Eucharist and Confirmation. Member records are searched by age or the Religious Education Module. Once a search is complete and the member is located a new record can be added.

Fields: Shared Data Fields

The following table lists and describes the shared data fields (the fields sacrament records have in common). Enter a value into any of these fields to update all records with the value.

Data Field DescriptionCompleted Checkbox Select Yes to indicate that the sacrament is completed.

Completed Date

Click and select the completion date from the calendar. Alternatively, type the date directly into the field in mm/dd/yyyy format.

Prep Year Type the year (in yyyy format) that preparation for the selected sacrament took place.

PlaceThe place defaults to the current organization. To change the organization, click to open the Organization Search window. Find and then add the location of the sacrament. To

remove the place name, click .Celebrant Select the name of the celebrant from the dropdown list.

! Once the multiple records are created each individual record must be edited to add additional required information.

! NOTE: Electronic records DO NOT replace the physical Sacramental Register(s) but both must be maintained.



SacramentPrinting a Sacrament Certificate

Title: Printing a Sacrament Certificate

Description: Print a pre-filled sacrament certificate from existing ParishSOFT templates.

Details: To generate complete and accurate sacrament certificates. All relevant information must be entered into the member’s Member detail record and member’s Sacrament record to generate a complete and accurate certificate.

From the Sacrament menu select the type of sacrament. Type the last name of the member, maiden name (if applicable), or the first name in

the filter fields provided. Search Select the checkbox for each member you want to create a certificate for. Then click

Mail Merge and select the merge option that shows the number of selected records. Select ParishSOFT Templates to open the folder containing the sacrament templates

provided. Click on the name link to open the selected template. Select the Mail Merge tab. Click View merged data. The merge fields in the document are replaced with actual data from the records of

individuals you selected in the grid. The first recipient’s certificate is displayed. If creating multiple certificates click next record to view all the certificates.

On the Mail Merge tab click Merge to File, to open the window. From the Merge mode dropdown list, select New Section to start each recipient’s

certificate on a separate page. From the Choose file type dropdown list, select the document’s file type. Click OK to close the Merge to File window. The system downloads the file containing all of the certificates to your computer. Navigate to the location on your computer where you downloaded the file containing

the certificates. Open the file. From the File menu, select the Print option to print the file. Each Certificate is printed on a separate page.



SacramentOrganization ManagementTitle: Adding a Foreign Church of Baptism or other organization such

as cemeteries.Description: The Organization directory contains information on US parishes

as found in the Kenedy directory.It also contains churches and organizations entered by other parishes.

There are four levels of filters for information within the organization directory;

Standard – Official Catholic Directory entries US and Military Parishes.

Favorites – Those parishes that you have “starred” as frequently used.

Custom – Those parishes and organizations you have entered.

All – Parishes and organizations that have been added by others within your parish or the diocese.

Details: There are several items you must enter when adding a foreign church of baptism or organization.

Name: This information is required and should be entered as presented on the baptismal certificate.

Jurisdiction: The jurisdiction is the Archdiocese, Diocese, Eparchy, or entity or country. This field must be completed to add the record. If the diocese or archdiocese is in a country that does not appear in the list use the Diocese of Anywhere.



SacramentAdding CelebrantsTitle: Adding celebrants

Description: Standards for adding a celebrant to the lookup table. All diocesan Deacons, Priests, Bishops, will be pre-loaded

into the tables by the diocese. IF one is missing contact the system administrator.

Visiting deacons, priests and Bishops who are performing sacraments in the parish must be loaded into the Celebrant Lookup table by the system administrator.

Details: To ensure that complete information is captured in the electronic sacramental records and that the information prints correctly on the sacramental certificates.

All Celebrants performing a sacrament within the parish must be loaded into the lookup table.

When adding the celebrant the following format should be used: Deacon – Rev. Mr. John Doe Priest- Rev. John Doe Monsignor – Rev. Msgr. John Doe Bishop – Most Rev. John Doe Cardinal His Excellency John Cardinal Doe



OffertoryBatch Naming Standards Title: Naming standards for batch creation

Description: All Masses should be counted and posted as individual batches.

The batch should be named in the following manner:

YYYY-MM-DDD TTT - 2017-01-01 Sun 9AM

Details: Offertory must be posted as an individual batch for each Mass. All second and national collections should be separated during the count and posted as a single batch for that day.

The person responsible for posting should receive each Mass batched.

Batch Description for offertory should indicate Year, Month, Date, and Day of Mass and Mass time.

2017-01-01 Sun 9AM

Batch Description for all other collections should indicate Year, Month, Date and Type of Collection.

2017-01-07 Building fund. 2017-01-07 Miscellaneous funds.

NOTE: Saturday vigil Masses are posted to Sunday’s Date



OffertoryBatch CreationTitle: Completing the Add Batch process

Description: Entering complete information into the Add New batch screen.

Details: When creating a new batch there are several mandatory fields that must be completed. These fields include the following:

Batch Name

Fund

Cash Total

Date Opened

Batch Type

Comment

FundShould be selected from the drop down list and should be obtained from the Mass Count Sheet included with the posting detail.

Cash TotalTotal deposit amount listed on the Mass Count Sheet.

Date OpenedThis should be the date the batch is created – typically it would be the Monday or Tuesday following the weekend Masses.

Batch TypeDetailed or Quick Entry posting

Quick Entry posting is faster

CommentThe number of the sealed Mass bag should be entered in this field.



Offertory Posting StandardsTitle: Posting Standards

Description: Proper count procedures enable the person responsible for posting to quickly create and post a balanced batch.

All parish income is entered into ConnectNow

Details: All batches must be closed by the person creating the batch.

Each Mass should be posted as a separate batch.

Fund should reflect the collection i.e. Offertory, Peters Pence etc.

Batch Total is the Total line from the Associated Count Sheet.

Posting date should be set to the date of entry typically it would be the Monday or Tuesday following the weekend masses.

Envelope numbers should be noted in the envelope field in the posting screen.

Check numbers should be noted in the check number field in the posting screen.

Post in the following order:

o Envelopes Checkso Envelopes Casho Loose Checkso Loose Cash

All loose checks should be posted individually.

o If the check is from someone registered at another parish within the diocese

import the family from that parish as unregistered. If they are not registered anywhere in the diocese add the family to your database as an unregistered contributor. ALL Loose checks should be posted.

Batch MUST balance to $0.00

When the batch balance is zero a batch detail report should be run.



Offertory

Second and other collectionsSecond and additional collections should be tallied in the same manner as the offertory collection, however, you may bundle all Masses together for these additional small collections.

Envelopes containing checks:The amount of the check and check number should be noted on the envelope.

Envelopes with CashThe amount of the cash and the letter C should be noted on the envelope.

Loose ChecksAll loose checks should be copied.

Splits ChecksSplit Checks should be recorded on a Split Contribution Form and are treated as a separate batch.

! Splits should be noted on the envelope. (i.e. $50 check which donor requested to be

split $25 to Offertory $25 to Catholic Communications).

Mail and Walk in ReceiptsMail in offertory should be entered as a separate batch using the same manner as the offertory collection. The batch should be titled YYYY-MM-DDD TTT - 2017-01-01 Mail in.

Miscellaneous ReceiptsMiscellaneous receipts (funds received from auxiliary organizations) should be entered as a separate batch from the associated count sheet. The batch should be titled YYYY-MM-DDD TTT - 2017-01-01 Miscellaneous.

On-Line Contributions (Electronic Giving)Files containing all on-line contributions should be electronically imported into ConnectNow Offering. An Import Summary Report should be run after each import is complete.



Offertory

Quick Batch Filters & OptionsTitle: Quick Batch Entry Filters should be set prior to entering

information into the batch.

Description: Under Options and Filters the following should be set:

Lookup by Additional Fields Posting Filters

Details: Once filters and options are set click save to save the changes

Family/Member lookupThis option should be set to Both for ease of lookup.

Additional fieldsPlace a check in the box for Check Number.

Posting FiltersFamily Registration Status should be Both.

Family group should be All Groups.



OffertoryPosting Title: Standard steps for quick entry posting

Description: The quick entry screen allows fast and easy entry of data posting.

Details: Before beginning to enter data there are several areas to be reviewed. Reviewing before beginning entry will help avoid problems and corrections later.

On the quick entry screen select the batch from the drop down to the right of the screen.

This will populate the following fields that should be reviewed before beginning.

Batch InformationTotal – Amount that was listed in the cash total during batch creation.

Balance- The declining balance as data is posted. This should at the beginning equal the total amount and decline with each entry and be at Zero ($0) when completed posting data.

Transactions- Reflects the number of entries made in data posting.

Valid- Reflects the number of verified correct entries.

Invalid- Reflects the number of data entries that could not be verified and require attention.

Family- Number of family entries made during the data posting.

Member- Number of member entries made during the data posting.

Default Posting DataFund- Should represent the fund assigned during batch creation.

! Note: this may be dropped down to change funds if necessary for a Split Check entry.

Date- This should be set to the date on which you are posting. The standard is to post on the Monday following the weekend or as soon as possible thereafter.

Type- Reflects the type of item being posted. These include Cash, Check, Credit, Direct Debit, Matching Gifts, Soft Gifts*, Stock Gifts*.



OffertoryPosting Definitions of Gift TypeTitle: ConnectNow Family Suite provides several Giving Types.

Description: Gift or giving types include

Cash Check Credit Direct debit Matching Gifts

Soft Gifts* Stock Gifts*

*non-revenue accounts



OffertoryCorrection BatchTitle: Adding a correction batch.

Description: Correction batches are used to record audited transactions in closed batches.

A correction batch is used when items are returned from the bank such as NSF checks or adjustments that are required to parishioner giving.

Details: Correction batches must be done as a detailed posting entry.

Correction batch should be entered on the date which the item is received by you from the bank. This will create a ($) amount in the parishioner giving record.

Adding information in the memo field on the negative posting will reflect on the parishioners detailed Year End Statement.

On Sunday 1/1/17 John Doe puts a $100 check in the contribution basket for offertory. The next day his check book was lost and he closed the account. On Tuesday, 1/10/17 you received the check back from the bank with a note of the account is closed. The Correction batch would be created on 1/10/17, in the posting memo the notation of “returned acct closed”The adjustment to John Doe’s End of Year Statement would show a contribution record occurring on 1/1/17 of $100.00 Offertory and on 1/10/17 an adjustment Offertory ($100) “returned acct closed”



OffertoryReportingWeekly Batch ReportsTitle: Batch and Offertory reports

Description: Before closing a batch a Batch Detail report should be run and checked for possible errors.

Once all batches are completed a Batch List report should be run for all entries made for that week’s deposit. These should include Offertory, Second Collections, Miscellaneous money etc.

Details: The Batch Detail report should be attached to the Associated count sheet, tapes and check copies.

The Batch List report should be attached to the front of all documentation for that day’s total deposit.

Your weekly reports should have the following:o Mass Count sheet for each Mass with all tapes and check copies or bank scan

report stapled to it.o Batch detail list for each Mass.

o Batch List Report for the week.



OffertoryEnd of Year StatementsTitle: Standards for End of Year Parishioner statements

Description: All donations must be acknowledged and must include:

the name of the church, the date of the donation, the amount of any cash contributions, a description (but not the value) of non-cash

contributions. In addition to the above, the written communication must

contain the following statement:“No goods or services were provided by the church in return for the contribution.”

Details: While donations totaling $250.00 or more must be recognized by sending the donor an End of Year Statement, the diocese recommends that all givers be acknowledged.

OffertoryPledge Management

Title: Standards for Pledge Management

Description: ParishSoft allows for the management of Capital Campaign Drives through the Pledge Management portion of the Offertory module.

Details: The Pledge Management page provides a central location for managing your organization's pledge records, viewing pledge details, and tracking payments on a pledge.



AdministrationStaff ManagementTitle: Setting up and maintaining the staff directory.

Description: This standard procedure describes the process that should be followed when a parish is setting up the staff directory within the family directory. This procedure also applies when new staff members join and when staff members leave. It is necessary to keep information within the staff directory current.

Details: The following process should be followed:

Add staff members (whether they are parishioners or not) into the staff directory.

The staff member must have a family record present in your family directory. If they are registered at another parish import the record as unregistered.

Non-Catholic staff members must have a family record. The family would be unregistered in the family group Staff.

After the individual is added to the staff list, the system administrator must then select the access rights for that user.

Next, the staff type and staff information must be entered. The staff type for each staff member must be selected within the staff details tab.

! It is important to maintain the information within the staff members’ family directory and member screen. As a staff member changes email address, staff type, or has left the position, an update must be made to the member screen.



AdministrationLookup TablesTitle: Look up tables are a combination of “Global” and local tables

Description: Global table data points are managed at the diocesan level and should never be add to, changed or deleted at the parish level.

Local tables may be added to by the system administrator.

Religious Education Tables must be added at the parish level.

Details: This will detail the list of Global Local tables and Religious Education Tables.

Global Tables - Managed at the diocesan level NEVER Changed at parish level.

Education

Ethnic Background

Faith

Family Group

Language

Suffix

Title

Religion

Staff Type

Pledge Gift Type

Marriage Status

Pledge Payment Frequency

Member Type

Local Tables – Can be added to by the system administrator.

Career Types

Celebrants

School

Member Strengths

Religious Education tables- Must be added at the parish level.



Buildings

Rooms

Departments

Grades

Leader Roles

School Type

Schools

Special Needs

School Calendar

Event Types

Ministry Groups

Sessions

Classes

Work Group



AdministrationFund CreationTitle: Creating funds in the ConnectNow Family Suite offertory

Description: They system administrator is responsible for the creation of funds in the posting and offertory area.

Details: All funds created should match the funds in the Diocesan Parish Chart of Accounts and QuickBooks.

If you have any questions contact the finance office.

! When funds are added to the ConnectNow Family Suite the system administrator will need to assign permissions to all staff requiring rights to the fund.

! Permissions may be restricted fund by fund and staff member by staff member.



AdministrationSuspenseTitle: Suspense Activity in a parish – related to My Own Church

Description: Suspense is related to My Own Church (MOC) activity. There are three levels of suspense that a parish may elect to utilize.

My Own Church –User Registrations

Family Directory Updates

Online Religious Education Registrations

Details: If the parish has opted to use MOC it is the system administrator’s responsibility to review the suspense activity on a timely basis to ensure data is kept accurate.

New user registrations and Family registrations should be processed on a daily basis. The system offers a wizard to assist in the process.

! This User Registration Wizard walks you through the process of managing My Own Church New User Registrations. Your ultimate goal is to map each registration to an existing Family Directory Member OR create a New Family as appropriate. This wizard helps you make the best decisions for maintaining database integrity and minimizing the creation of duplicate records.



AdministrationModule SettingsTitle: Module Settings and configuration of tabs

Description: Module settings are available for three areas of the system.

Religious Ed. My Own Church Offering

Details: The system administrator maintains the responsibility of configuring the module settings.

Religious EdThis configuration will change how the tab in the directory looks and how it appears to the parishioner in the My Own Church login. This may be customized by the parish

My Own ChurchThe New User Registration setting allows the system administrator the ability to enable or disable matching criteria using current or prior email.

CURRENT Email Matching Criteria:

New User Registration

Existing Member Record

First Name or Nickname = First Name or

Nickname

Last Name = Last Name

Current Email = Family or Member Email

PRIOR Email Matching Criteria:


New User Registration

Existing Member Record

First Name or Nickname = First Name or

Nickname

Last Name = Last Name

Current Email NOT Family or Member Email

Prior Email #1 or #2 = Family or Member

Email


AdministrationModule Settings

OfferingThe system administrator will be responsible for managing and establishing the parish settings for Importing and enabling ConnectNow Giving options. These options include:

Import -These settings will affect imports for each user in the organization. Primary family or Member Identifier for contributions include envelope number or Diocesan ID (DUID).

ConnectNow Giving - Enables the ConnectNow Giving Verification report (Offering Reports) and ConnectNow Giving Added Families report (Family Reports). Also, a filter is added to the Contribution List page to isolate ConnectNow Giving contributions.Enable ConnectNow Giving integration to automatically insert contributions made through ConnectNow Giving.

!



AdministrationNotificationsTitle: Notifications of changes between parishes

Description: Notifications are generated to the parish when activity happens on a record to which your parish has a connection.

These notifications will include Family Merge and Change of Parish Registration.

Details: The system administrator is required to review the notifications and insure that necessary adjustments to the record are completed.

Adjustments include removal of such items as send envelopes, ministry participation and changing family group to inactive.

Change Parish of RegistrationIf a registered family at your parish is imported as registered by another parish in the diocese you will receive a notification indicating change of parish registration.

If you import a family as registered a message from the Administrative Message Center will be sent to the previous parish of registration notifying them of the change.

Change Parish of Registration

Holy Trinity Church parish offices have changed the Parish of Registration of the:

Mr. John Doe family.

This message is to make you aware of this change.Voice: 123-456-4608Fax: 123-456-9482

Family Merge

When the diocese merges a duplicate record to create one single record all parishes involved in the merge will receive a notification

The following family records have been involved in a duplicate merge. You are being notified because your organization was listed as having one of these records as part of your census family list.

The following family has been merged: Family DioID: 326587Jon J Doe10200 Main Ave # 4054Savannah, GA 31401912-397-8616

Into this family: Family DioID: 244878John Doe10200 Main Ave Apt 2804



Savannah, GA 31401 912-397-8616

AdministrationMerging RecordsTitle: Standards for merging duplicates.

Description: all Duplicates must be merged at the Diocesan level.The diocese will only merge duplicates in which there is a clear match. The data match includes:

Name Address Birthdate

If there is any question regarding the ability to match a record the diocese will contact the parish involved and possibly the parishioner.

Details: It is the responsibility of the parish to thoroughly research possible duplicate records and notify the diocese so they can be merged.There are two types of duplicates:

Internal parish duplicates (duplicates within your system) Cross Parish Duplicates (duplicates between your parish

and another parish)Internal Parish duplicatesResearch must be completed when identifying records within your parish to be merged; the parish record keeper must verify that the family record and member records are true duplicates.

Thomas Smith Sr. and Thomas Smith Jr. are living at the same address but have separate family records and giving. (THIS IS NOT A DUPLICATE)

Birthdates are critical when validating this type of data. Suffixes become important – You don’t want to merge a father and son

record if at the same address. John Doe has two records –he has the same birthdate and same family members

and other information in both but has moved and includes different addresses (THIS IS A DUPLICATE)

When the duplicate is identified and researched thoroughly you would send the information to the diocese in an excel spread sheet containing the following information:

Family Name Master DUID Duplicate DUID Person Requesting and why

John and Jane Doe 12345 56978

Master DUIDThe master DUID (Diocesan Unique ID) is the final record that will remain after the merge. Data from the Duplicate DUID not present in the master will be moved into the master during the merge, but will not overwrite anything present in the master. P a g e | 55 Standards and Procedures 08 May. 23


! Once records are merged they cannot be undone. So research must be accurate and

thorough.

AdministrationCross Parish duplicatesWhen searching the database you may have the occasion to identify records that are duplicated between parishes. If you identify a “Cross Parish” duplicate that needs to be merged:

Complete as much research as possible to determine if it is a true duplicate this may require you talk to the other parish or parishes to establish:

o Last date of registrationo Financial activity o Ministry participation

Send the information to the diocese for further investigation if necessary When the duplicate is identified and researched thoroughly you would send the

information to the diocese in an excel spread sheet containing the following information:

Family Name

Master DUID

Duplicate DUID

Duplicate Parish Person Requesting and why

John and Jane Doe

102345 Latest registration date mmddyyyy Master DUID 102345 Spoke to parishioner wants to be registered at St. Mary’s

10982 St. Benedict’s7685 Holy Comforter

If you are unable to verify which should be the Master DUID send the information to the diocese for further research. The more information you can provide the better the results will be and the faster the clean-up.

! Once records are merged they cannot be undone. So research must be accurate and thorough.


catholic diocese of richmond - diosav.org soft sop20170705… · web viewif you require an...

Documents