Program Entry
Contents
Overview of FR431UPD
Programs have many features in common with events, but are simpler. While the focal point of an event is an activity that raises funds through sponsorship of participants (such as with a walk), programs usually involve straight fundraising for a specific relief effort. Typically they provide emergency supplies, education, training, and/or small loans in areas ravaged by disasters.
Through Event Setup, programs may be customized with a name that will be meaningful to your organization’s users. Program records contain essential basic information (affiliated church, dates, fiscal year, pledged dollar amount, etc.), links to volunteers, and to orders for program materials. They also enable users to reference program gifts and memos.
- From the DDI Connect main menu, double-click Connect FR
- Double-click Event & Program Management
- Double-click Program Entry. You will see this screen:
In order to begin a new program, you must first associate it with a church PIN. Programs can currently only be associated with Church PINs. In the Church PIN field, type the PIN that you wish to associate the program with. You can also click the search icon to search for the PIN, or click the Add button to launch the Constituent Entry screen.
Once the PIN has been selected, the screen will appear like this:
To add a new program, click the New button on the toolbar. The fields will now enable for data entry:
The following fields are available on this screen:
| Field | Description |
|---|---|
| Program name | Name of the program |
| Schedule date | The date that the program is scheduled to begin. You can enter the date in mm/dd/yyyy format or click the calendar icon to select the date |
| Program date | The date that the program was established with this church. You can enter the date in mm/dd/yyyy format or click the calendar icon to select the date |
| Fiscal year | Fiscal year to which the program corresponds. Assigned automatically by the system in accordance with the program schedule date. Display only |
| Staff pin | Unique ID number of a constituent serving as a staff member for this program. Type the number in the field or use one of the adjacent buttons to search for an existing constituent record, enter a new constituent record, etc |
| Sent certificate/date | An indication of whether a certificate marking a certain level of achievement was sent to the church. If you indicate it was sent, a date can also be provided. You can enter the date in mm/dd/yyyy format or click the calendar icon to select the date |
| Sent banner/date | An indication of whether a banner marking a certain level of achievement was sent to the church. If you indicate it was sent, a date can also be provided. You can enter the date in mm/dd/yyyy format or click the calendar icon to select the date |
| Sent patch/date | An indication of whether a patch marking a certain level of achievement was sent to the church. If you indicate it was sent, a date can also be provided. You can enter the date in mm/dd/yyyy format or click the calendar icon to select the date |
| Membership | Approximate membership of the church identified on this program record |
| Total amount pledged | Dollar amount pledged to the program by the church linked to the program |
| Amount pledged per member | Membership divided by the total amount pledged. Calculated automatically by the system. Display only |
| Group 1 | If there is a group or organization associated with this program, you can select or add the constituent record here |
| Group 2 | If there is a group or organization associated with this program, you can select or add the constituent record here |
| Group 3 | If there is a group or organization associated with this program, you can select or add the constituent record here |
When you have finished entering the information, click Save. This will update the Program number field, and activate the additional tabs:
Volunteers tab
When you click the Volunteers tab, you will see this screen:
To add a new volunteer to the program, click the New button on the toolbar. This will activate the fields for data entry:
The following fields are available on this screen:
| Field | Description |
|---|---|
| Volunteer PIN | Type the PIN in the Volunteer field. You can also either click the search icon to launch the Name/Address Inquiry screen, or the Add button to add the constituent record |
| Position | To add the volunteer's position, type the position code or click the list icon to select from a list of active position codes in the system |
| Church/Org PIN | If the volunteer belongs to a church or organization and you wish to track that information, you can add the Church/Org PIN to the record. Type the PIN in this field. You can also either click the search icon to launch the Name/Address Inquiry screen, or the Add button to add the constituent record |
When you have added the volunteer information, click Save to retain your changes. The volunteer record is now added to the program:
Orders tab
You will see the following screen when you click the Orders tab:
To add a new program order, click the New button. This will launch the Order Entry screen.
To Link an Order, click the Actions button and select Link Order. This screen will appear:
This is the Order Search screen. When you have located the order you wish to link, click Select. The order will now be linked to the Program.
If you wish to unlink an order, click it once to highlight it, click Actions and select Unlink Order. You will get this message:
If you are sure you wish to unlink, click Yes. The order will be unlinked.
Returns
If you have orders that are returned, you can easily update the information on this screen. Click the Returns button on the toolbar. The screen will activate the returns area:
Click into the appropriate field to modify the quantities:
When you have finished entering the information, click Save to retain your changes.
Gifts tab
Memos tab
The Memos tab links you to the memos area for the event.
Copying a Program
To copy a program, click the Actions button on the toolbar and select Copy:
You will see this screen pop up:
You can select to copy volunteers and memos, along with the program information. When you are ready, click Copy. The new program will appear, and you can modify the information as needed:
