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Section 5: CUTILITY A. OVERVIEW This program set is independent from the other programs of CPROFILE. All CUTILITY program modules and working files are on one program diskette. Inside CUTILITY are six independent processes, each having their own program modules and data files. The only thing that is common to them is the starting menu and the Names Directory (UDIRFILE, for CROSSREF, CLIBRARY, MUSICLIB, and CTAPELIB). The CUTILITY main menu is shown below. To start all the programs together, just start up dBASE, then enter - DO CUTILITY.CMD The six programs may each be started on their own, independent of the main menu. Just enter one of the following - DO CROSSREF.CMD DO CLIBRARY.CMD DO MUSICLIB.CMD DO CTAPELIB.CMD DO CSEVENT.CMD DO CSURVEY.CMD Figure 5 - CUTILITY Main Menu Grace Church C P R O F I L E September 22, 1985 by WaterWares DATA DISK = B version 1.3 SEPT,85 CHURCH UTILITY PROGRAMS 1) Article CROSS_REFERENCE program /CROSSREF/ 2) Church Book Library Manager /CLIBRARY/ 3) Church Music Library Manager /MUSICREF/ 4) Church Tape Library Manager /CTAPELIB/ 5) Church Special Events Manager /CSEVENT / 6) Church Survey Processor /CSURVEY / Select one of the above operations ("Q" = quit) : Page 5-1-1 Section 5: CUTILITY A. CUTILITY Program Modules The following is the list of program modules which make up CUTILITY. They must reside on the program disk for the program to operate properly. CUTILITY [UMEMVARS] 1-CROSSREF REFERNCX, REFINDXX - base files, 1-1-REFERNTR used to create new data files = 1-2-REFSELCT REFERNCE.DBF, REFERNCE.NDX. 1-4-REFDXLST REFINDEX.DBF, REFINDEX.NDX, REFINDKW.NDX 1-6-REFCODES UDIRFILE.DBF, UDIRFILE,NDX - 1-7-REFCHNGE Names Directory contains only one para- 1-8- [REFCODES] eter, specifying the data disk. 2-CLIBRARY Uses the same program files as CROSSREF, except the newly-created data files become: CBOOKLIB.DBF, CBOOKLIB.NDX, CBOOKNDX.DBF, CBOOKNDX.NDX, CBOOKNKW,NDX 3-MUSICREF Uses the same program files as CROSSREF, except the newly-created data files become: MUSICLIB.DBF, MUSICLIB.NDX, MUSICLIB.DBF, MUSINDEX.NDX, MUSINDKW,NDX 4-CTAPELIB TAPELIBX.DBF is the base file, used to create new data files: TLABELS.DBF and TLABELS.NDX. UDIRFILE.DBF, UDIRFILE.NDX - Names DIrectory. Contains labels print-out spacing parameters. 5-CSEVENTS 5-1-CSEUPDAT.CMD [CSECHECK.CMD] [CSEADD.CMD ] Files EDIRFILE.DBF and EDIRFILE.NDX are 5-3-CSELODGE.CMD the Names Directory, which contains the [CSELCHNG.CMD] standard program parameters, plus the 5-4-CSESSION.CMD LODGING, SESSION, and TRANSportation 5-5-CSETRANS.CMD codes and assigned names (people). [CSETCHNG.CMD] File MEMBERST.DBF is used to create new 5-7-CSEREPTS.CMD files=MEMBERSE.DBF, MEMBERSE.NDX of 5-8-CSESETUP.CMD member records attending the event. Or the user can just copy the MEMBERS.DBF file to new file MEMBERSE, then index it. 6-CSURVEY 1-2-CSQUESTS.CMD File = CSURVEY.DBF is both the Names 1-3-CSQUESTS.CMD Directory File, and the file that 1-4-CSANSWRS.CMD holds the questions that you enter. It is initially created from file = CSURVEYX.DBF. Question answers are re- corded in MEMBERSS.DBF from MEMBSSX.DBF. Page 5-1-2 Section 5:1 CUTILITY, CROSSREF 5:1. CROSSREF CROSSREF contains the following main sections - 1) ENTER NEW REFERENCE ARTICLES A screen of Title (4 fields), Text (8 lines), and Keywords (8 phrases) fields is presented to the user for filling in. The operator enters abstract information about a book/magazine/speech article into the fields on the screen. 2) RECALL ALL ARTICLES BY A SELECTED SUBJECT. User identifies a subject name (Keyword). The program displays abstract information of all articles with the specified subject. 3) CROSSREF ARTICLE REPORTS The complete REFERNCE file is displayed or printed in Reference/Publication order, or in TITLE, AUTHOR, or LOCATION order. 4) DISPLAY THE INDEX OF SUBJECTS All subjects (keywords) are displayed, with their corresponding article reference names. The operator neds to keep a list of what subjects are in the current REFERNCE and REFINDEX files , in order to know what SUBJECTS can be asked for in Process 2, above. 5) DISPLAY THE REFERENCE CODES - NAMES The two-character reference codes and the corresponding Reference or Publication names are displayed in alphabetical order. Only these codes are accepted during New Article Entry. 6) UPDATE THE REFERENCE CODES - NAMES Operator is asked for new Reference codes and corresponding names. These are then allowed to be used in Article abstracts. 7) CHANGE/DELETE AN EXISTING REFERENCE NAME Changes or Deletes any code-name that was entered in step 6. 8) SET UP 1 - Build new, empty REFERNCE file, with indexes New files REFERNCE and REFINDEX are started from scratch with no article or article indexes. 2 - Re-index the REFERNCE and REFINDEX data files. (In case they get out-of-index) 3 - Modify the Names Directory - change the designated disk drive. Page 5-2-1 Section 5:1 CUTILITY, CROSSREF 2. TUTORIAL - CROSSREF Process The following instructions demonstrate the entry and retrieval of article abstract information, using the CROSSREF process of CUTILITY. You need to have read the overview and understand the basic CPROFILE operational rules (paragraph 2-F), before starting this Tutorial. a. CROSSREF Start-up Paragraph 2-C of this manual describes starting up your computer in preparation to run CPROFILE programs. Use the CUTILITY disk as the "program" disk for this Tutorial. The examples assume that the sample data file is on the "B" disk separate from the programs. You can change that by performing the Names Directory editing process in SET UP. The CROSSREF Tutorial assumes there are sample REFERNCE files on that disk. Computer start-up results in the operating system prompt "A>" (or something similar). Enter: DBASE Response: (DBASE program information is displayed. The last displayed line starts with a period, followed by the cursor - called the DBASE prompt). Enter: DO CUTILITY.CMD Response: (The CUTILITY Main Menu is displayed.) Enter: 1 Response: (The CROSSREF menu of CUTILITY is displayed.) b. CROSSREF - entry of abstract information From the CUTILITY Main Menu, the operator enters "1" to select the first menu item - "1) Enter new Reference Articles" The process clears the screen, then the screen displays the New Reference Entry figure (see Figure 5:1-1). The first set of fields for the operator to fill in are - TITLE: Is God's Will like a computer Printout? AUTHOR: Hoke, Stephen T. LOCATION :Room 4 - 32B: SOURCE - pu mmm dd yy page :ET-Sep 85 p84 Title - Name of article, message, book, etc. Author - author's name; it is good to always enter the last name first. This way your author searches can be by last name. Location - any 12-character designator indicating when you found or keep the physical article Source - "ET" - Publication code for "Eternity" magazine - you have to have already entered this code and name into the valid Publications table. Sep 85 - Month [day] and year of magazine issue. Month is always a 3-character abbreviation. You should always date your information, even if you aren't dealing with periodicals. Page 5-2-2 Section 5:1 CUTILITY, CROSSREF Next, the program allows entry of four 60-character lines of abstract text about the article. For example, ... "Advice doesn't drop from the sky, but there are definite guidelines. A perspective on making life decisions." This is followed by entering up to eight keywords from the abstract or article - KEYWORDS - :God's will : :career : :freedom : :calling : :wisdom : :promises, God's : :counsel : :prayer : After the last keyword is entered, press ctrl-W to exit EDIT mode. The process displays the following: "Press <RETURN> to record this new entry, or enter "Q" to bypass :" Just press <RETURN> to record this entry. The process asks for "Another?" Enter "N" (no) The program returns to the CROSSREF Main Menu. c. CROSSREF - Recall Articles by selected Subject From the CUTILITY Main Menu, the operator enters "2" to select the second menu item - "2) Recall Articles by a Selected Subject" The screen clears and then displays the CROSSREF Subject Search display (see Figure 5A-2). The following query is displayed: " Do you want the text displayed with the reference? :" Enter "Y" to have the abstract displayed with the title information. The screen then displays a second query: " Enter a search subject :" Enter "evangelism" The process finds the first article with this subject, and displays it, followed by all other articles with this subject. The message/query "Another?" is displayed, on completion. Enter "N", and the program returns to the CROSSREF menu. d. CROSSREF Article Reports - Gives a variety of report options From the main menu, enter "3". The program gives a menu of report options. Select "1" to get a display of all articles by SOURCECODE. Selecting any of the others causes the program to first index by the selected field, then ask two questions - just press <return> to each. e. CROSSREF - Displays all subjects presently in the REFERNCE file. From the CUTILITY Main Menu, the operator enters "4" to select the third menu item - "3) Display the CROSSREF Subject INDEX" The screen clears and then displays the CROSSREF Reference/Publication Index List. There are no operator queries. This list shows all subjects in the current article abstracts. These are what you can select as subjects in the Subject Search process, (menu selection 2, above). Page 5-2-3 Section 5:1 CUTILITY, CROSSREF Figure 5:1-3 - CROSSREF Article File 09/22/84 CROSSREF Article File 09/22/84 The Separation of Church and State (Editorial) CTp10 May 18 84 The First Amendment says two things about the exercise of religion. Let's not put them in conflict. The "free exercise" clause has run into conflict with its establishment clause. -KEYWORDS- first amendment separation freedom of religion separation of church U.S. Constitution church and state Vanishing Childhood Rodney Clapp CTp12 May 18 84 Our confused culture is crowding out the most important years. People sometimes chose to buy things rather than to have children, or think more of their pets than their children. -KEYWORDS- child neglect child discipline lack of values St. Augustine materialism children . . . . . . . . . . . . . Figure 5:1-5 - CROSSREF Reference codes Reference/Publications code list September 12,1984 CT : Christianity Today EN : Evangelical Newsletter ET : Eternity MM : Moody Monthly WI : Washington Insight Figure 5:1-6 - CROSSREF Ref/Pub Code Entry Routine Reference / Publication Code Entry Routine Enter 2-character Ref./Pub. code ("Q"=quit) :LE Reference / Publication Name :Leadership Now saving Ref.Pub. = LE: Leadership Ok? :y Enter 2-character Ref./Pub. code ("Q"=quit) :LE Page 5-5-1 Section 5:1 CUTILITY, CROSSREF Figure 5:1-7 - REFERNCE Article Change Routine (just like the New Reference Entry display, with a list of what changed at the end.) Figure 5:1-8 - Create an Empty REFERNCE File Now creating a new, empty REFERNCE file, with REFINDEX. New Reference and index files are now created. Enter 2-character Ref./Pub. code ("Q"=quit) :LE Reference / Publication Name :Leadership Now saving Ref.Pub. = LE: Leadership Ok? :y Enter 2-character Ref./Pub. code ("Q"=quit) :LE Figure 5:1-9 - REFERNCE file Re-build Routine Now re-indexing REFERNCE file by SOURCECODE. 00897 RECORDS INDEXED Now re-indexing REFINDEX file by SOURCECODE. 02993 RECORDS INDEXED Now re-indexing REFINDEX file by KEYWORDNDX. 02993 RECORDS INDEXED Re-building is complete. Press <RETURN>: Page 5-5-2 Section 5:1 CROSSREF - Appendix 1. CROSSREF Special Terms ARTICLE - a single unit of information. This might be a magazine article, a book or book chapter/section, or any piece of iformation: for example, a particular record in your music library. KEYWORD - same as "SUBJECT". As many as eight keywords may be identified by the user for any given article. The keyword field allows up to 20 characters, which may be made up of more than one word. It is good to enter keywords either in all capital letters or all small letters (except for proper names). The indexing will separate the capitals from the small letter key words. REFERENCE/PUBLICATION - an established group of information, such as a particular magazine or periodical, a book or book set, or any set of information having one classification to you, such as a file folder or drawer. For example, one section of your music library, such as the Baroque Period. REFERENCE/PUBLICATION CODE - a 2-character abbreviation for a Reference- Publication. This code is used in the REFERENCE file in place of the name, for covenience, ad to save space. SUBJECT - a topic of iformation. This is usually, but not always restructed to a single word. More than one word can be used. The term KEYWORD is synonymus with SUBJECT. SEARCH - the CROSSREF program function which asks the user to enter information subjects which it then looks for in the REFINDEX file (file of keywords). All articles containing the subject are displayed. Displaying the full article abstract is optional. Page 5-5-3 Section 5:1 CROSSREF - Appendix 2. CROSSREF Files, Data Elements File REFERNCE This file holds the Article Title, Abstract information and Keywords. Its index file, REFERNCE.NDX, is indexed on SOURCECODE. REFERNCE File Structure - TITLE (60) The title (name) of your reference articles, whether they are magazine article titles, book titles, or titles of any group of information. AUTHOR (20) The person who wrote the Article. SOURCECODE (15) The Reference/Publication code, plus a particular section or area of the Reference, such as starting page number. The last 8 characters of the SOURCECODE is the date It has the format MMM/DD/YY. See process 1, above. LOCATION (12) Your name for where you store the Plublication - Maybe a room, and shelf, and shelf location. TEXT (60 x 4) Eight lines of text information about the articles KEYWORD (20 x 8) Eight key words or phrases about the article. File REFINDEX This file holds the subjects/keywords of the article abstracts. For every keyword entered, a separate file record is added to file REFINDEX, with the keyword and the sourcecode. This file has two index files: REFINDEX.NDX - indexed on SOURCECODE REFINDKW.NDX - indexed on KEYWORDNDX REFINDEX File Structure SOURCECODE (14) - Ref.Pub. Source code KEYWORDNDX (20) - Subject/Keyword Page 5-5-4 Section 5:2 CLIBRARY 5:4. CTAPELIB: Church Tape Library 2. CTAPELIB Processes Process 1: Enter new labels This process will give the operator a screen showing the fields of the TLABELS record. The operator can fill in the label fields with new message information. If the second title field is used, it should not begin in the middle of a word. The date is used as the sort key when printing all label records, sorted in reverse-date order (latest date is first). Figure 5:4-1 - New Labels Entry Routine Tape Labels - New entry TITLE : : : : TEXT : : SPEAKER : : DATE : : Press ctrl-W when finished Process 2: Print labels This process is what the user is primarily after - printing one or more labels of message titles. The program asks for the following information: Enter the date designator of the label you desire. Date designator format: MM/DD/YY,T (month/day/year,time) : __/__/__ _ The operator enters this information, from a label record that is already in the TLABELS file. This is the same way you entered the date initially. You can make one abbreviation - the first digit of the month can be omitted when it is zero. The computer finds this record, then asks how many labels you want printed. As soon as you enter a date indicator and press <RETURN>, the computer starts to print. If it just stops, then printer is probably not enabled, yet. Just enable it (cable it, then see that it is "on-line"), and printing then will start. Labels are spaced according to the set-up parameters. You can specify how many lines are to be between each label, and how many lines are on a page of labels (before you come to the page perforation). Page 5-7-1 Section 5:2 CLIBRARY Figure 5D-2 - Cassette Label Format _________________________________________________________ / \ | Riding the Storm-Tossed Waves | | Matthew 8: 23-27 08/16/84 M | | Rev. Henderson | | | | ___ ___ | | / \ / \ | | : x : : x : | | \ / \ / | | --- --- | | | | | | | | | |_____________________________________________________________| Process 3: Edit an existing label This process lets you enter a label date (all your dates must be unique), then the computer finds its label and displays its data on the screen for you to change. Just type over the characters, making the information different as you need to. When complete, press <ctrl-W> to complete the change. Enter "Y" to the question "Another? " only if you have more labels to change; otherwise, just press <RETURN> to this question, and you are done. Figure 5D-3 - Edit an Existing Label Tape Labels - Modifying an old entry TITLE : : : : TEXT : : SPEAKER : : DATE : : Press ctrl-W when finished Process 4: Print all existing labels, by date, on the printer This process gives you a report of all label records you have in the TLABELS file. It asks only one question, as follows: Enter a starting label date, or press <retn> for all __ This allows you to enter a starting date, if you want, so that you would get only those labels with a message date that is more recent than the date you entered. If you just press <RETURN> for this date, all label records are printed, starting with the most recent, and going back to the oldest. If you want to print label records starting from the most- recent date and going back, but not to the end of the file, just start printing all. Then press the ESC key to terminate the print-out when you have printed as far as you want. Page 5-7-2 Section 5:2 CLIBRARY Figure 5:4-4 - Tape Labels file Tape Labels - September 22, 1984 Page 1 ON THE SPOT ... FOR GOD ACTS 8:25-39 Pastor Bob Goodrich 9-27-81 E Why We are not Afraid to Ask II Cor. 8:1-9 Dr. James Gibbons 9-27-84 M Process 5: Create a new, empty TLABELS file This process is the first one you want to do after you have learned program operation well enough from the sample TLABELS file. It creates a clean TLABELS file that has no label records in it yet. This will clear any existing TLABELS.DBF file that you may already have on your data disk. So if you have been working on a TLABELS file that is good, save it first by either temporarily renaming it to a different file name, or copy it to a different disk. Section 5:4 CUTILITY, CTAPELIB Appendix 1. CTAPELIB Program Data Files TLABELS.DBF Library records of taped messages TLABELS.NDX index to TLABELS TLABELX.DBF File structure to TLABELS TITLE (40,40) This is two lines of 40 characters each TEXT (40) Scripture text for the Sermon SPEAKER (30) Preacher's name DATE (10) Date of the message: MM/DD/YY,T This means 2-digit number for month, plus / then 2-digit number for day, plus / then 2-digit number for year, plus , then an "M" for morning, or "E" for evening DATESORT (9) Sort index, by reverse-date order. The program fills this field in Page 5-7-3 Section 5:5 CUTILITY, CSEVENT 5:5 Church Special Event Manager Figure 5:5 - CSEVENT Main Menu Grace Church July 4, 1985 DATA DISK = B CHURCH SPECIAL EVENT MANAGER 3-/CSEVENT / 1) Event Attender Names /CSEUPDAT/ 2) Financial 3) Lodgings /CSELODGE/ 4) Sessions /CSESSION/ 5) Transportation /CSETRANS/ 6) Equipment 7) Reports /CSEREPTS/ 8) Set Up /CSESETUP/ Enter selection : 5:5.2 CSEVENT Tutorial Planning a church special event requires some initial information gathering. You will need to have gathered information about the items described in paragraph 5:5.3, CSEVENT Start-up. With this, you have a basis to assign Event data to individuals, such as names/codes of their room and transporation, and session names they are assigned to attend. The basic financial information will also need to be figured out. When you have appropriate data in place, you can start to use this program. This Tutorial is based on the following Event data lists, as has been recorded in the sample EDIRFILE that came with your program. - Event name, place and time Career Church Fall Retreat Camp Wapagasset, Wisconsin September 26 - 28, 1985 - Names of Lodging accomodations. "JOH" John's Palace; Room/Beds: 121A, 121B, 121C, 122A, ... "RUT" Ruth Dormitory; Room/Beds: 101A, 101B, 102A, ... "DAV" David Hall; - Equipment needed / required Everyone is requested to bring the following with them to the retreat: at least two changes of clothes; Bible, notebook, pen/pencil. These items are identified in the Retreat flyer and are not recorded in the computer. Also, some other items are provided by the Retreat Center, which are only noted in the flyer, too. Only items that are special needs, or are needed for people other than the persons that have them, are recorded in the computer. Examples are: an overhead projector, canoes, towable trailers, etc. People that have such items will indicate them on their registration form, from which they can be entered into the computer. The computer can just list them out with associciated names. Page 5-5-1 Section 5:5 CUTILITY, CSEVENT - Classes / Sessions WELC1 - Welcome to All Friday 8:00 PM CHRR2 - Christian Relationships Saturday 9:00 AM LOVG3 - Loving God Saturday 1:00 PM CHRR3 - Christian Relationships Saturday 1:00 PM REC4C - Recreation - Canoeing Saturday 3:00 PM - Transportation There will be four buses, each carrying a maximum of 40 - BUS 1 leaves at 5:00 PM, Friday BUS 2 leaves at 5:30 PM, Friday BUS 3 leaves at 4:00 PM, Friday BUS 4 leaves at 7:00 PM, Friday Also, one person, Terry Freed, will drive her car, leaving Saturday morning at 9:00. She has room for 4, counting herself. - Financial $50.00 is the standard cost assigned to everyone. Any exceptions are entered on an individual basis. 1. Go into the MPROFILE program with some names in the sample MEMBERS file and perform the Update process (select "1" from the MPROFILE main menu). The Update menu will show an "S" selection for marking a name as "special". This just writes the "x" character in column 9 of the MEMBSTATUS field of each name that you call up to edit. Do so for 2 or 3 names, such as Jim Baker and Linda Carlson. 2. Now copy the MEMBERS.DBF and MEMBERS.NDX files to a new data disk, which will be used for the Special Events data. If you have a hard disk, you may not need to do any copying. You may want to have copied them to a separate file before marking the names as "special", above, since these "special" marks will stay in the MEMBERS file. Next, copy the two files, MEMBERSE.DBF and MEMBERSE.NDX from the CPROFILE "Sample Files" diskette to the above data disk. 3. Copy the dBASE and CUTILITY disk files to a new program diskette. Place this CUTILITY program disk in drive "A" and your new data disk in drive "B" (or some other arrangement you have decided on for your disks). Then start up CSEVENTS, as follows - Enter: DBASE (Enter a date, for CP/M computers) DO CUTILITY.CMD (Select "5", for CSEVENT) You now have the CSEVENT main menu. Note that the data disk is set to drive "B". The MEMBERS and MEMBERSE files will be on this drive. The EDIRFILE will remain on the program disk, even with much of the Event data being recorded on it. 4. Enter: 1 Selects "Attender Names Editing" Response: The sample Lodging and Transportation names are displayed, followed by the Event Attender Update processes (menu). (You have to press <return> once, when asked.) Page 5-5-2 Section 5:5 CUTILITY, CSEVENT 5. Enter: M Merge new names from MEMBERS marked "Special" into the MEMBERSE file. Response: This will add the two names that you edited during step 1, above. The program first finds and displays the names. You will first be asked to enter Session codes for this person. Enter: CHRR1,LOVG2 These are abbreviations for - "Christian Relationships", and "Loving God", as identified in the EDIRFILE under Sessions. Enter: 2 canoes This is Equipment information. 6. Response: You will then be asked to enter a Lodging code for this person. Valid codes are displayed. Enter: JOH 129C This is a men's Lodging and Room/Bed assignment or: RUT 126A This is an opening for a woman. If you enter a code that is filled, it will ask for another. Response: Next, the program asks for a Transportation code. Enter: BUS 3 This is the assigned Transportation. The program records all the data in this person's record, then continues to the next name from MEMBERS. When all names are processed, the program returns back to the Attenders Editing menu. Enter: Q Exits the Event Attender Names editing process. You can come back to this process to add or change individual names and data, as you need to. Response: You are back at the CSEVENT main menu. 7. Enter: 2 This is the Financial process Enter: -- Enter any new amounts paid. 8. Enter: 3JOH The Lodging screen is displayed, showing the "John's Palace" set of people [JOH]. Entering a valid Lodging code directly after the "3" is a short-cut to going straight to that Lodging. You can now select any function identified at the bottom of the screen. This is the only way to edit previously-entered Lodging codes/names. These are described in paragraph 5:5.6. Enter: A128D Add a new name for Room/Bed "128D" in the "JOH" Lodging. You are asked to identify a person's Enter: olsma name that is in the MEMBERSE file, in the same way that MPROFILE performs name editing. If the Lodging code for this name already exists, then the name you identified is attached to the code; otherwise, a new Lodging record is added to the EDIRFILE to contain the name you identified. "S" will show you the screen of names again, with the new names in Lodging code order. "Q" returns you back to the CSEVENT main menu. 9. Enter: 4 This process enables quick Sessions reports. "Q" returns you back to the CSEVENT main menu. Page 5-5-3 Section 5:5 CUTILITY, CSEVENT 10. Enter: 5 This process operates similarly to the Lodging editing process (3). Each person is assigned to a mode of Transportation. The particular vehicle is previously named in the EDIRFILE. Particular seats are not tracked. "R" causes the program to send the screen of data to the printer. It is good to do this when you are done with a particular Lodging name. Then you have a printed record of people in a particular vehicle. "Q" returns you back to the CSEVENT main menu. 11. Enter: 6 This process enables a quick report of equipment that people have available to bring. 12. Enter: 7 This process gives overall Event reports. Page 5-5-4 Section 5:5 CUTILITY, CSEVENT 5:5.3 CSEVENT Start-up Process "8" of the CSEVENT main menu sets up the proper files for starting a new Event. The operator first edits a copy of the MEMBERS file from MPROFILE, marking all person's names that will attend the Event as "Special". This is a specific function performed from the MPROFILE Update process. The MEMBERS file and index are then to be copied to a new disk, which is inserted into the disk drive designated as the "data disk". Next, the operator inserts the CUTILITY diskette, which has a copy of dBASE on it, into the program disk drive. The instructions that follow assume the program disk is "A" and the data disk is "B". With the program and data disks in their proper drives, the operator is ready to start building the MEMBERSE and EDIRFILE files with Event data. Start up dBASE from disk "A", then enter "DO CSEVENT.CMD". Next, enter "8" to start the CSEVENT Set Up process. Perform the following functions in preparation for Event processing - "1" - Create initial Event Names Directory (EDIRFILE) - this function copies the EDIRFILX file over the sample EDIRFILE that is on the program disk. The new EDIRFILE is then indexed in preparation for Event data entry. "2" - Edit the Special Event basic information in EDIRFILE - this displays the following fields of parameter values for the operator to edit - SPECIAL EVENT BASIC INFORMATION EDITING DATA DISK :B: EVENT NAME :Career Church Fall Retreat : EVENT PLACE :Camp Wapagasset, Wisconsin : EVENT DATE,TIME :September 26 - 28, 1985 : EVENT COST : 50.00: Pressing ctrl-W completes editing, and the new data is recorded into the EDIRFILE. "3" - Create initial MEMBERSE file from MEMBERST - this just copies the MEMBERST file from the program disk to file MEMBERSE on the data disk. You now have both the MEMBERS and MEMBERSE files on the data disk. "4" / "5" / "6" - These processes lead the operator through defining abbreviations (codes) for Lodging, Session, and Transportation names. The following shows how this is done for Lodgings. Transportation and Session codes are entered similarly. Enter: 4 Response: Now editing Lodging codes and names Select: A]dd C]hange D]elete V]erify Q]uit :__ A]dd a Lodging code and name - the operator is queried for a 3- character Lodging code, followed by a name for this code. The EDIRFILE is searched to verify the code is not already used. C]hange a Lodging code/name - the operator enters a Lodging code, which is found and the name associated with it can be changed. D]elete a Lodging code - finds the code that the operator specifies, then deletes the code from the EDIRFILE. Any names assigned to that code will remain; you should only do this for codes that have not been assigned to people, yet. Page 5-5-5 Section 5:5 CUTILITY, CSEVENT V]erify all lodging codes used in MEMBERSE file - This is a very significant process. It will read each record in MEMBERSE and verify that the Lodging code found in the ROOM field has a matching record in the EDIRFILE. If not, the ROOM field is cleared to be blank. So you will want to perform this only in an exceptional case. If Lodging codes/names were always entered under full control of the CSEVENT program, this process will not find any codes to clear. But you may want to verify them, to be absolutely sure that the codes in the MEMBERSE file do truly represent the EDIRFILE codes and names. You might want to enable the Printer before performing this operation, in order to get a record of what ROOM codes were cleared, if any. Just press ctrl-P after entering "4". Q]uit - exits this set of processes "7" Display / Print the EDIRFILE - shows all special codes/names used in the processing of your Special Event, in alphabetical order. To print, press ctrl-P, first. "8" / "9" - Re-index the MEMBERSE or EDIRFILE files - this might be necessary to establish these index files, again, if they ever get bad. You might see records out of order, or just not found. This process would fix such problems. Page 5-5-6 Section 5:5 CUTILITY, CSEVENT 5:5.4 Editing Event Attender names The operator enters "1" from the CSEVENT main menu to perform editing on individual MEMBERSE records. This process begins by reading and displaying the Lodging and Transportation codes that have been entered into the Names Directory (EDIRFILE). These code values are saved, then used to verify any new data entered into their respective fields in MEMBERSE. The valid codes/names function is followed by the display of the CSEVENT Names Editing menu, as follows - Figure 5:5.4 Fall Retreat June 14, 1985 DATA DISK = B Special Event Attender Update Process 1-/CSEUPDAT/ M) Merge new names from MEMBERS marked "SPECIAL" A) Add a new Attender /CSEADD / C) Change an Attender's Information D) Delete an Attender Q) Quit Enter selection :___ Process M - Merge new names into MEMBERSE file from MEMBERS This process finds any name in MEMBERS that has an "x" in column 9 of the MEMBSTATUS field, then copies its record over to the MEMBERSE file. Such names are to be previously marked by the MPROFILE Update - "Special" function. This is an easy way to copy existing member data over to the Event processes. You may do this more than once with the MEMBERS and MEMBERSE files; that is, you can bring some names over on one date, then mark some more names in MEMBERS at a later date to also be brought over to MEMBERSE. This process just copies the member data to a new MEMBERSE record, then clears the "x" mark in the MEMBERS record. Note that it will not distinguish any duplicate names - you must guard against marking and carrying over the same name twice. After this process has copied the member data, it goes to each new record and requests that the fields unique to the Special Event be filled in. These fields are - ROOM - Lodging/Room/Bed assignments The assignment is to be in a Lodging that has been previously named in the EDIRFILE, and a Room/Bed that is not currently assigned to anyone. SESSIONS - Class or session codes (not edited at this time) TRANSPOR - Transportation assignments The assignment is to be a 5-character Transportation code from codes listed in the EDIRFILE - "TRAN=....." EQUIPMENT - Event special equipment This process will read and copy up to 60 names at a time before beginning the sequence of editing the 4 Event fields for each name. If there are more, the first 60 are processed, then the MEMBERS file is scanned more, starting where it left off, until all names have been copied over to the MEMBERSE file. Page 5-5-7 Section 5:5 CUTILITY, CSEVENT Process A - Add a new name to the Event attenders file (MEMBERSE) This process allows the operator to enter a new name record into MEMBERSE directly. The steps are just like the steps for entering a new person into the MEMBERS file in MPROFILE. A first and last name are entered, followed optionally by the phone number. Then, if there is not a duplicate name, the program displays a screen of MEMBERSE fields to be filled in, as shown in Figure 5:5.3, below. On completion of the data fields, the operator presses ctrl-W to exit, which causes two more fields to be identified - the Lodging and Trans- portation fields. Valid Lodging codes (3-characters) are displayed, followed by an operator query to enter one, plus a particular Room/Bed identifier (5 characters). When a valid entry has been made, the same query is given for a Transportation code. The program returns to the CSEVENT Names Editing menu after the Transportation field has been filled in with a valid code. Figure 5:5.4a CSEVENT Adding record number 123 LAST NAME :Johnson : FIRST NAME :Harold : ADDRESS :1234 Grand Ave S. : HOME PHONE :876-5432 : CITY,STATE :Thriving City, MN : ZIP CODE :54321 : BIRTHDATE :11/24/61-80 : MEMB STATUS:Y y : SS/SC MEMB :C-3 : COMMENTS : : AMOUNT $: 50.00: PAID-1 $: 30.00: 5/22/85 PAID-2 $: : SESSIONS :CHRR1,LOVG2 : EQUIPMENT :2 canoes : Press ctrl-W to continue VALID LODGINGS: =JOH=RUT=BAR Lodging code format: LLL RRRR - LLL=Building, RRRR=Room/Bed Select a Lodging code (3,4 characters) :JOH 123B BUILDING: JOH ROOM/BED: 123B Now assigned: ROOM=JOH 123B Carlson Dennis VALID TRANSPORTATION CODES: =BUS 1=BUS 2=CARTF Select a transportation code :BUS 2 Now assigned: TRAN=BUS 2 Carlson Dennis Process C - Change an existing Attender's record of information This process asks the operator to identify a person in the MEMBERSE file, then allows editing the non-controlled data values. The MEMBERSE screen of information is similar to the screen for an Add. Process D - Delete an Attender's record This process asks the operator to identify a peson in the MEMBERSE file, then marks that name as DELETED from the file. It then will not appear in any report. Page 5-5-8 Section 5:5 CUTILITY, CSEVENT 5:5.5 CSEVENT Financial Management The Financial aspect of the CSEVENT program involves recording and tracking the Event fee that is charged to each attender. If you want to track expenditures, also, use the CFBUDGET program on the CFINANCE diskette. It will work fine, if you just create a separate disk for your data from what its normal use might be. The CSEVENT program accepts three money figures into its data - AMOUNT - the cost of the event for each individual; may vary from person to person PAID1 - an amount a person pays as a first payment; followed by the date of this payment PAID2 - an amount a person pays as a later payment; followed by the date of this second payment The computer calculates the amount-due from the above figures as - AMOUNT minus (PAID1 + PAID2) This amount is not stored in the data - it is calculated at the time of making any report that needs it. CSEVENT Process 1 is for initial entry of an Attenders information record. The three fields, above, are shown on the screen for the operator to fill in. When more amounts are received, then perform step C) of this process to add more amounts received, or to change existing amounts. Then you can get new reports from the updated MEMBERSE file. CSEVENT Process 2 is a very simple process that just displays everyone in one of two categories - 1) All attenders, with their financial status 2) Attenders who still owe money The program displays the information on the screen. The operator can have it printed, too, by pressing <ctrl-P> after entering the category selection value (just before pressing <retn>). The report format is as follows - Career Church Fall retreat - FINANCES September 22, 1985 PAID1 PAID2 OWED Name and phone ---------- ---------- ------ ----------------------------------- 40.00 10.00 0.00 Anderson Ann 866-6332 50.00 0.00 Anderson Bob 866-6332 20.00 30.00 Baker Don 876-5432 30.00 0.00 Carlson Linda 646-5886 / \ / \ / \ / \ / \ / \ / \ / \ / \ / \ / \ / \ / \ / \ / \ / \ / \ / \ ----------------------------------------------------------------------- Total OWED: 630.00 Total PAID: 540.00 Amount DUE: 110.00 Page 5-5-9 Section 5:5 CUTILITY, CSEVENT 5:5.6 CSEVENT Lodging Process 1. Overview The CSEVENT Lodging section displays and allows editing of the Special Event Lodging assignments. A Lodging is identified by an 8-character identifier of a particular Building, Room, and Bed, followed by the person's name that is assigned to it. The form is - ROOM=LLL RRRR (last name) (first name) LLL - 3-character identifier of a Building or section of a Building RRRR - 4-character identifier of a room and bed in this Building. The operator enters the Lodging process by entering "3" from the CSEVENT main menu. The program then asks for a specific Lodging to be identified, showing which lodgings are present. The process operates on only one Lodging at a time. If you enter the 3-character Lodging identifier directly after the "3", you will go straight to that Lodging, bypassing the query. For example, if you have previously identified "JOH" as a Lodging name, then you can respond to the query, as follows - Enter selection :3JOH The program will directly search for this lodging, then fill the screen with all names assigned to it (see Figure 5:5-6). 2. The Lodging Screen The program controls the values entered for the Room/Bed in each Lodging The EDIRFILE contains a record identifying each Lodging code and name, followed by records for each of the Lodging Room/Bed codes and names. You start a new Lodging by performing process "8) Set Up", and selecting the "Add New Lodging" function. The Lodging process shows all Rooms/Beds and corresponding names under a specified Lodging. The screen displays are a direct reflection of the EDIRFILE data. You are then asked to select an editing function on this information. All editing requires identification of the Room/Bed name as the basis of editing. With it you can Add a Room/Bed and/or the person assigned to it, edit the Room/Bed assignment, Delete it, or move the person in it to a new Lodging/Room/Bed. Any move requires that the new location (Room/Bed) not be assigned to anyone, yet. Figure 5:5-6 - Lodgings Screen [JOH] John's Palace Career Church Fall Retreat Oct 2, 85 121A Everette Don 128A Robertson Bucky 121B Franklin Jim 128B Terrell Frank 122A 122B Anderson Norm 123A Carlson Bob 123B 124A Dickson Larry 124B 125A 125B 126A 126B Select: A]dd D]elete C]hange R]eport V]erify Q]uit : Page 5-5-10 Section 5:5 CUTILITY, CSEVENT 3. Lodging Editing functions The following functions perform all necessary operations in editing the program-controlled Lodging/Room/Bed and name assignments. ADD A NAME - This function locates a specified Room/Bed assignment, then adds a person's name to the record in the EDIRFILE. This person is found in the MEMBERSE file, where the Room/Bed code is entered. If the specified Room/Bed code is not found, it is appended as a new code, then a new name is asked for. Room/bed codes need to be at least 2 characters long and the first character cannot be a space (or the code will be lost). CHANGE ROOM/BED CODE - moves a person from one Room/Bed assignment to another, the second Room/Bed being either new or unassigned. When your new Room/Bed code is more than 5 characters, the program assumes you have entered the 3-character Lodging code, followed by the Room/Bed code, which it then processes. The new Lodging is found, then the specified Room/Bed is found or added for the specified name. Note that if you want to change a Room/Bed code of a person, you have to first check to see that the changed code is new or is clear of a name. If not, you must Delete that name first. Warning: Changing an assignment to a new Lodging (different building) does not verify that there are still 40 or fewer names in the building. It is possible to assign the 41st person to a Lodging, which will cause the last person (latest in the Room/Bed code order) to not show on the Lodging Screen. If this happens, the following warning message appears the next time you access the new Lodging set of names. "Warning: This Lodging has more than 40 persons assigned. Only the first 40 appear." You can delete any Room/Bed assignment on the screen to bring the count back to the 40 limit. Then the missing name will re-appear. DELETE A NAME - finds a specified Room/Bed code in the EDIRFILE, then deletes the name from the record, and from the corresponding record in the MEMBERSE file. Optionally allows deleting the whole Room/Bed record in the EDIRFILE for the specified Room/Bed code. VERIFY ALL ASSIGNMENTS - reviews the names associated with each assignment, then displays and clears any assignment from the EDIRFILE that do not match what is in the MEMBERSE file. The screen display is a direct reflection of the EDIRFILE. The result of a verify is the certainty that all Room/Bed codes on the screen with names are also represented in the MEMBERSE file, from which other reports outside this process are created. The MEMBERSE file may still have erroneous Lodging codes, though - those that might be in addition to the Rooms/Beds that sere verified. Perform the Verify operation under the Names Editing - "Lodgings" process to verify the Lodging codes in each MEMBERSE file record. PRINT REPORT OF THIS SCREEN - Sends the data displayed on the screen to the printer. You may want to do this at the completion of each Lodging editing session, then keep the print-outs in a notebook for reference when the computer is not available. SCREEN DISPLAY AGAIN - clears the screen and re-displays the EDIRFILE names and Room/Beds for this Lodging, to include any new edits. Page 5-5-11 Section 5:5 CUTILITY, CSEVENT 5:5.7 CSEVENT Sessions Process 1. Overview The CSEVENT program can keep track of as many as 8 session name assignments per person in the MEMBERSE file. There can be an unlimited number of different session names to select from. Session identifiers are 5-character codes, identified in the Names Directory (EDIRFILE). The operator enters a series of such codes into the SESSIONS field of MEMBERSE record when processing Event Attender names. The session codes and corresponding names are to be entered into the EDIRFILE from the CSEVENT Set Up process before they can be used in the data. The program uses them to create a secondary file, named SESSFILE, which identifies each Session of each person in the MEMBERSE file. CSEVENT process 6 is where the SESSFILE is created. The same process displays all names assigned to any particular Session. Process 7, Reports, displays the names of everyone in all Sessions. 2. Session File creation CSEVENT, Process 6 starts by asking if the SESSFILE has the latest updates from the MEMBERSE file. If you say "N", the program starts the SESSFILE creation process, described below. You can say "Y" even if you do not have the latest updates in the SESSFILE, which will display names from the file as-is, if it exists on the data disk. The Figure, below, shows the screen display of the process that creates the SESSFILE file. Figure 5:5-7 Sessions file generation process This program prints out data errors when found, so ready the printer. Now scanning the EDIRFILE for Session codes and names. Event sessions are: WELC1 Welcome to All Friday 8:00 PM LOVG2 Loving God Saturday 9:00 AM CHRR2 Christian Relationships Saturday 9:00 AM REC4C Recreation - Canoing Saturday 3:00 PM REC4S Recreation - Sailing Saturday 3:00 PM Now copying MEMBERS that have Sessions to file SESSFILE. 100 records copied Now expanding SESSFILE file for multi-sessions people. 20 records processed (here the printer must be on) Expansion is complete. Now indexing SESSFILE by Session name. 100 records indexed SESSFILE generation is complete. 3. Sessions Names Display When the program has found the SESSFILE and index, it requests the operator to enter a Session code to search for. Then all names with this code are displayed on the screen. The Session code query is repeated until the operator enters "Q" to quit this process. Page 5-5-12 Section 5:5 CUTILITY, CSEVENT 5:5.8 CSEVENT Transportation Process 1. Overview The CSEVENT Transportation section displays and allows editing of the Special Event Transportation assignments. A mode of Transportation is identified by a 5-character code, followed by the person's name that is assigned to it. The form is - TRAN=XXXXX (last name) (first name) XXXXX - 5-character identifier of a Transportation source The operator enters the Transportation process by entering "5" from the CSEVENT main menu. The program then asks for a specific Transportation to be identified, showing which Transportations are present. The process operates on only one Transportation at a time. If you enter the 5-character Transportation identifier directly after the "5", you will go straight to that Transportation, bypassing the query. For example, if you have previously identified "BUS 2" as a Transportation name, then you can respond to the query, as follows - Enter selection :3BUS 2 The program will directly search for this transportation, then fill the screen with all names assigned to it (see Figure 5:5-8). You start a new Transportation by performing process "8) Set Up", and selecting the "Add New Transportation" function. 2. The Transportation Screen The program controls the names assigned to a particular Transportation code. The EDIRFILE contains a record identifying names of each person having the Transportation code specified at the beginning of this process. You assign a Transportation by Adding a name to the screen of a particular Transportation you are working on, or by entering the code during the name Add process. The Transportation process shows all names assigned to a specified Transportation. The screen displays are a direct reflection of the EDIRFILE data. You are then asked to select an editing function on this information. All editing requires identification of a 2-digit Transportation number, shown on the screen, as the basis of editing. With it you can Add a person's name, edit the Transportation assignment, Delete it, or move the person in it to a new Transportation. Figure 5:5-8 - Transportation Screen [BUS 2] Bus #3, Friday, 4:00 PM Career Church Fall Retreat Oct 2,85 01 Everette Don 07 Robertson Bucky 02 Franklin Jim 08 Terrell Frank 03 Anderson Norm 04 Carlson Bob 05 Dickson Larry 06 Everson Marilyn Select: A]dd D]elete C]hange R]eport V]erify Q]uit : Page 5-5-13 Section 5:5 CUTILITY, CSEVENT 3. Transportation Editing functions The following functions perform all necessary operations in editing the program-controlled Transportation name assignments. ADD A NAME - This function locates a specified Transportation assign- ment, then adds a person's name to the record in the EDIRFILE. This person is found in the MEMBERSE file, where the Transportation code is entered. Transportation codes need to be at least 2 characters long and the first character cannot be a space (or the code will be lost). CHANGE A TRANSPORTATION CODE - moves a person from one Transportation assignment to another, the second Transportation being either new or unassigned. The new Transportation is found, then the specified name has the old Transportation deleted from it and the new one recorded in its place. Note that you need to watch for the possibility of exceeding the 40 name limit in any one Transportation code, like you have to do for Lodgings. DELETE A NAME - finds a specified name from the screen, by 2-digit identifier, then deletes the name from the EDIRFILE, and from the corresponding record in the MEMBERSE file. VERIFY ALL ASSIGNMENTS - reviews the names associated with each assignment, then displays and clears any assignment from the EDIRFILE that do not match what is in the MEMBERSE file. The screen display is a direct reflection of the EDIRFILE. The result of a verify is the certainty that all Transportation names on the screen are also represented in the MEMBERSE file, from which other reports outside this process are created. The MEMBERSE file may still have erroneous Transportation codes, though - those that might be in addition to the Transportation codes that are verified. Perform the Verify operation under the Names Editing - "Transportation" process to verify the Transportation codes in each MEMBERSE file record. PRINT REPORT OF THIS SCREEN - Sends the data displayed on the screen to the printer. You may want to do this at the completion of each Transportation editing session, then keep the print-outs in a notebook for reference when the computer is not available. SCREEN DISPLAY AGAIN - clears the screen and re-displays the EDIRFILE names for this Transportation, to include any new edits. 5:5.9 Equipment processing This is a simple process that just indexes the MEMBERSE file by Equip- ment name, then displays everyone that has indicated some equipment. The display is in Equipment name order; that is, the MEMBERSE file is first indexed by the EQUIPMENT field, then all names with something in this field are listed. The program will save the index file (MEMEQUIP) that is created, only until your next Attender Names editing process, at which time it will erase this index file. Page 5-5-14 Section 5:5 CUTILITY, CSEVENT 5:5.10 CSEVENT Reports Figure 5:5-9, below, shows what reports are possible from the reports section of CSEVENT, from selecting Process 7 of the CSEVENT main menu. Basically, they are for each major category of information. Appendix B shows the format of each report. Figure 5:5-10 Grace Church February 7, 1985 DATA DISK = A CHURCH SPECIAL EVENT REPORTS 3-7-/CSEREPTS/ 1) Full-Information Report 2) Two-line Report 3) Mailing Labels 4) Financial Summary 5) Sessions 6) Lodgings 7) Transportation Enter selection :___ 1. Full-Information report [FI] This report just prints all information of each Event Attender from the MEMBERSE file, in alphabetical order. Appendix B shows the report format and explains the fields. 2. Two-Line report [TL] This report prints the most significant Event information of Attenders in the MEMBERSE file. It is probably enough information to be your main, working report. 3. Mailing Labels [ML] This allows mailing labels to be printed of everyone in the MEMBERSE file. The page length is 66 lines; you may specify the distance between each label on the page. 4. Financial Summary [FS] This is a report showing the financial fields of MEMBERSE, along with each name. At the end, the program prints three Total values: 1) Total OWED - the sum of each AMOUNT field of each active Attender. This is how much you expect to receive from everyone, once they have all paid in full. 2) Total PAID - this is how much you have received from everyone so far. Note the date printed at the top of the page. 3) Total DUE - this is the difference of the two figures, above - OWED-PAID. It is how much you expect to receive, yet. Page 5-5-15 Section 5:5 CUTILITY, CSEVENT 5. Lodgings [AS] This is a list of everyone assigned to a Lodging, as recorded in the EDIRFILE (Names Directory). It differs from the display/report out of the Lodgins process in that all Lodging buildings are shown at once. 6. Sessions [AS] This is a list of all valid Session assignments of everyone in the SESSFILE file, as derived directly from the MEMBERSE file. It differs from the display/report out of the Sessions process in that all Sessions are shown at once. 7. Transportation [AS] This is a list of the Transportation assignments of all Attenders, as recorded in the EDIRFILE file. It differs from the display/report out of the Transportation process in that all Transportation codes are shown at once. Page 5-5-16 Secton 5:5 CUTILITY, CSEVENT - Appendix 1. MEMBERSE - the CSEVENT Attender information file. It contains all data about an individual in relation to the Special Event. The fields correlate to fields in a MEMBERS file from MPROFILE. So name information can be transfered over from MEMBERS into this MEMBERSE file. MEMBERSE.DBF index is MEMBERSE.NDX, indexed by LAST:NAME+FIRST:NAME LAST:NAME (15) person's last name FIRST:NAME (30) person's first name; you can put a husband and wife together into this field, if you like, for example, "Bob and Mary" FAMILYCODE ( 9) characters 1 - 7 identify a family (not used in CSEVENT) HOME:PHONE ( 9) household's phone ADDRESS (25) street address CITY:STATE (20) city and state ZIP ( 6) zip code BIRTHDATE (12) birthdate MEMBSTATUS (10) as carried over from MEMBERS file. The 'x' in column 9 of this field indicates "Special", for carrying over to the MEMBERSE file. After being processed by MEMBERSE, the "x" is changed to a "y" in MEMBERS. SS:SC:MEMB ( 5) Small Church name of this person COMMENTS (20) any note, as carried over from MEMBERS; can be changed in CSEVENT. AMOUNT ( 8) The amount that a person is being charged for attending the Event. It is initially filled in as the standard charge, from the Names Directory parameters, then is allowed to be changed at any time. PAID1 (18) Amount paid in the first payment, plus the date of the payment. The date is the system date that you have when first transfering or adding this name. PAID2 (18) Amount paid at a later date from the first payment. EQUIPMENT (60) Any equipment that this person can bring that is needed. ROOM ( 9) Lodging Building and Room/Bed assignment. This field value is first identified from the EDIRFILE then transfered by th program over to the MEMBERSE file. SESSIONS (48) A series of codes for Sessions, or classes that this person is assigned to attend. Note that it is optional to have AND session name assigned. If you have large group functions that everyone will attend, there is no need to note that in each person's record. A secondary file, SESSFILE, is created of each Session of each person. TRANSPOR ( 6) A five-character transportation code assignment, as assigned from the Transportation process. It is first entered into the EDIRFILE then MEMBERSE. DATES (10) As carried over from the MEMBERS file. Page 5:5A-1 Secton 5:5 CUTILITY, CSEVENT - Appendix 2. EDIRFILE - the CSEVENT Names Directory. Also contains the names of each person's Lodging and Transportation assignments. This allows rapid display of such names, by Lodging and Transportation code. The EDIRFILE and index reside on the PROGRAM disk, not the data disk. EDIRFILE - indexed by SPACT (its only field) to EDIRFILE.NDX The following is the base EDIRFILX.DBF, which you start from when starting up a new Special Event (Process 2-2). A Grace Church B Data files disk: B C Singles Fall Retreat D Camp Wapagasset, Wisconsin E September 25 - 27, 1985 F Cost: 50.00 G H I J EQUIP: EQUIP: Equipment Available ROOM: ROOM: Rooms / Lodging SESS: SESS: Classes / Sessions TRAN: TRAN: Transportation 3. CSEVENT Program files - these are the files on the program disk that DBASE reads and executes. CSEVENT Process Diagram CUTILITY 5-CSEVENT Starts the CSEVENT program; does not require that you start from CUTILITY - you can enter: "DO CSEVENT.CMD" to begin the program section. 5-1-CSEUPDAT (CSECHECK) Add/Edit Attender Names 1-A-CSEADD Add an Attender 5-3-CSELODGE (CSELCHNG) Event Lodging assignment 5-4-CSESSION Event Sessions assignment 5-5-CSETRANS (CSETCHNG) Event Transportation assignment 5-7-CSEREPTS Event Reports 5-8-CSESETUP Event initial setup, Names Directory editing, and special file functions. 4. CSEVENT set-up files - files on the program disk that are used as a base for starting up an event. EDIRFILX - copied to EDIRFILE MEMBERST - copied to MEMBERSE Page 5:5A-2 Section 5:5 CUTILITY, CSEVENT Appendix B - Reports [FI] - CSEVENT Full-Information report TRANSP: BUS 2 LODGING: RUT 122B Anderson, Ann 436-7768 PAID: $ 10.00 05/22/85 40.00 06/01/85 1423 Alexander St. C-3 Y x DUE: $ 0.00 ( 50.00) Thriving City, MN BD: 08/22 SESS: WELC1,LOVG2,CHRR3,REC4S" EQUIPMENT: canoe TRANSP: BUS 1 LODGING: JOH 124A Anderson, Bob 436-7768 PAID: $ 40.00 05/22/85 1423 Alexander St. C-3 Y xx DUE: $ 0.00 ( 40.00) Thriving City, MN BD: 10/17 SESS: WELC1,CHRR2,LOVG3,REC4C" EQUIPMENT: canoe /\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\ ======================================================================== NOTES: 1. The following report items are straight from the respective fields of the MEMBERSE file - TRANSP (TRANSPOR) LODGING (ROOM) PAID (PAID1 & PAID2) DUE (AMOUNT - (PAID1+PAID2)) SESS (SESSIONS) (The amount in parenthesis is EQUIPMENT (EQUIPMENT) the AMOUNT field of MEMBERSE) [TL] - CSEVENT Two-Line report TRAN: BUS 2 LODG: RUT 122B PD: 50.00 Anderson, Ann 436-7768 SESS: WELC1,CHRR2,LOVG3,REC4S 1423 Berton St. Thriving City, TRAN: BUS 1 LODG: JOH 123A PD: 40.00 Anderson, Bob 436-7768 SESS: WELC1,LOVG2,CHRR3,REC4C 1423 Berton St. Thriving City, /\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\ ======================================================================== NOTES: This is an abbreviation of the Full-Information report. The report fields mean the same. "PD" is the sum of PAID1 and PAID2. Page 5:5B-1 Section 5:5 CUTILITY, CSEVENT Appendix B - Reports [ML] - CSEVENT Mailing Labels Ann Anderson 1243 Berton St Thriving City, MN 54321 Anderson, Bob 1243 Berton St Thriving City, MN 54321 /\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\/\ ======================================================================== NOTES: This is the standard CPROFILE mailing label report. This version does not allow two columns of names. The program first asks for a labels spacing value. This is the number of print lines between labels. The program assigns "6" if you just press <retn> to this labels spacing query. [SR] - CSEVENT Screen Report NOTES: This report is made from the special processes for Lodgings, and Transportation. The operator enters "R" from the query at the bottom of the screen, then the information that is on the screen is printed out. Figure 5:5-6 - Lodgings Screen [JOH] John's Palace Career Church Fall Retreat Oct 2, 85 121A Everette Don 128A Robertson Bucky 121B Franklin Jim 128B Terrell Frank 122A 122B Anderson Norm 123A Carlson Bob 123B 124A Dickson Larry 124B 125A 125B 126A 126B Select: A]dd D]elete C]hange R]eport V]erify Q]uit : [AS] Selected category single-line report Report for LODGING = JOH JOH 121A Everette Don JOH 121B Franklin Jim JOH 122B Anderson Norm JOH 123A Carlson Bob Page 5:5B-2 Appendix 5:5-B - CSEVENT Programs, Files 1. MEMBERSE - the CSEVENT Attender information file. It contains all data about an individual in relation to the Special Event. The fields correlate to fields in a MEMBERS file from MPROFILE. So name information can be transfered over from MEMBERS into this MEMBERSE file. MEMBERSE.DBF index is MEMBERSE.NDX, indexed by LAST:NAME+FIRST:NAME LAST:NAME (15) person's last name FIRST:NAME (30) person's first name; you can put a husband and wife together into this field, if you like, for example, "Bob and Mary" FAMILYCODE ( 9) characters 1 - 7 identify a family (not used in CSEVENT) HOME:PHONE ( 9) household's phone ADDRESS (25) street address CITY:STATE (20) city and state ZIP ( 6) zip code BIRTHDATE (12) birthdate MEMBSTATUS (10) as carried over from MEMBERS file. The 'x' in column 9 of this field indicates "Special", for carrying over to the MEMBERSE file. After being processed by MEMBERSE, the "x" is changed to a "y" in MEMBERS. SS:SC:MEMB ( 5) Small Church name of this person COMMENTS (20) any note, as carried over from MEMBERS; can be changed in CSEVENT. AMOUNT ( 8) The amount that a person is being charged for attending the Event. It is initially filled in as the standard charge, from the Names Directory parameters, then is allowed to be changed at any time. PAID1 (18) Amount paid in the first payment, plus the date of the payment. The date is the system date that you have when first transfering or adding this name. PAID2 (18) Amount paid at a later date from the first payment. EQUIPMENT (60) Any equipment that this person can bring that is needed. ROOM ( 9) Lodging Building and Room/Bed assignment. This field value is first identified from the EDIRFILE then transfered by th program over to the MEMBERSE file. SESSIONS (48) A series of codes for Sessions, or classes that this person is assigned to attend. Note that it is optional to have AND session name assigned. If you have large group functions that everyone will attend, there is no need to note that in each person's record. A secondary file, SESSFILE, is created of each Session of each person. TRANSPOR ( 6) A five-character transportation code assignment, as assigned from the Transportation process. It is first entered into the EDIRFILE then MEMBERSE. DATES (10) As carried over from the MEMBERS file. Page 5:5-B1 Appendix 5:5-B - CSEVENT Programs, Files 2. EDIRFILE - the CSEVENT Names Directory. Also contains the names of each person's Lodging and Transportation assignments. This allows rapid display of such names, by Lodging and Transportation code. EDIRFILE - indexed by SPACT (its only field) to EDIRFILE.NDX The following is the base EDIRFILX.DBF, which you start from when starting up a new Special Event (Process 2-2). A Grace Church B Data files disk: B C Singles Fall Retreat D Camp Wapagasset, Wisconsin E September 25 - 27, 1985 F Cost: 50.00 G H I J EQUIP: EQUIP: Equipment Available ROOM: ROOM: Rooms / Lodging SESS: SESS: Classes / Sessions TRAN: TRAN: Transportation 3. CSEVENT Program files - these are the files on the program disk that DBASE reads and executes. CSEVENT Process Diagram CUTILITY 5-CSEVENT Starts the CSEVENT program; does not require that you start from CUTILITY - you can enter: "DO CSEVENT.CMD" to begin the program section. 5-1-CSEUPDAT Add/Edit Attender Names 1-A-CSEADD, CSECHECK Add an Attender 5-3-CSELODGE (CSELCHNG) Event Lodging assignment 5-4-CSESSION Event Sessions assignment 5-5-CSETRANS (CSETCHNG) Event Transportation assignment 5-7-CSEREPTS Event Reports 5-8-CSESETUP Event initial setup, Names Directory editing, and special file functions. 4. CSEVENT set-up files - files on the program disk that are used as a base for starting up an event. EDIRFILX - copied to EDIRFILE MEMBERST - copied to MEMBERSE Page 5:5-B2 Section 5:6 CUTILITY, CSURVEY 5:6. Church Survey Processing B. CSURVEY Tutorial CUTILITY comes with sample MEMBERSS and CSURVEY files, containing brief survey questions and possible answers. You may perform the following operator entries against this file to learn the CSURVEY processes before entering real survey data. 1 Enter: 2 Enter survey questions Response: Do you want a new, clear questions file? [Y/N]: Enter: N You will use the existing CSURVEY file which has a set of questions. Response: The CSURVEY questions entry starting screen. 2 Enter: 12345YN Enter these values over the top of the "valid answer set" on the screen. TITLE1 :Church Effectiveness Survey TITLE2 : TITLE3 :Please answer the information below and return the form. Response: The main CSURVEY Questions Entry screen is brought up, with fields for one question and valid answers. 3 Enter: Press ctrl-Q to leave this first question as it is. Response: Select: [N]ext question [B]ack a question [S]ave [Q]uit :__ Enter: N Go to the next question, question 2. 4 Enter: Continue this sequence until you get to question 8, which is blank. Then fill it in. QU1: Would you be interested in seeing a Day Care Center started? QU2: QU3: VALID ANSWERS AN1: Yes (Note how the Y of "Yes" is used as a valid AN2: No answer for this question, since it is first.) Press ctrl-W to terminate this record. Response: Select [N]ext [B]ack [S]ave [Q]uit: Enter: S Save this record in CSURVEY Response: The program returns to the main CSURVEY menu 5 Enter: 3 Print the survey form Response: The process sends the Survey form to the printer. On completion, press <return> to exit. Now you can copy this form and send it out to the membership for completion. 6 Enter: 4 Enter survey results into the MEMBERSS file. Response: The process queries the operator for names, then survey response data, which is recorded into the specified name records. Enter: Q Exits the Answers process. Page 5-14-1 Section 5:6 CUTILITY, CSURVEY 7 Enter: 5 Display/Print Summary Report Response: The program prints a report like Figure 5:6.5. C. CSURVEY Processes C.1. Program Start Up The CSURVEY program is started by either starting CUTILITY, see paragraph 5.2, or by entering "DO CSURVEY.CMD" directly from the dBASE prompt. The CSURVEY main menu will be brought up. C.2. Set Up CSURVEY requires only two parameters from the Names Directory (UDIRFILE) - the data disk letter, and the church name. Both of these can be set to what you want from the Set Up process, as selected from the CSURVEY main menu, selection "6". The program will display the current values, then allow you to type new values over the old. The church name becomes the title to the survey processing report. You may need to change it, then change it back for usage by other processes in CUTILITY. The second part of Set Up involves generating a proper MEMBERSS file to contain the desired set/group of people in the church. You can create the MEMBERSS file to be any set of individuals, by performing the "Special Files/Reports" process of MPROFILE. Process 5, "Create a new Special File" walks the operator through naming the old file (MEMBERS), giving a new file name, and defining the criteria by which you want records (individuals) to be part of the new file. Or you may just copy the whole MEMBERS.DBF file to a new file called MEMBERSS.DBF. The new file is to be placed on your designated data disk. Once the MEMBERSS data file has been created, CSURVEY process 1, "Clear the MEMBERSS file and re-index" is to be performed. This process first blanks out the answer field, which is called SSSCATTD. This is the same field used for recording attendance, in the MPROFILE program. Then the program indexes the file by last and first names, creating the index file MEMBERSS.NDX. You now may begin to enter survey data. Page 5-14-2 Section 5:6 CUTILITY, CSURVEY C.3. Survey Question Entry Process "2) Enter Survey Questions, Possible Answers" gives the operator fields to fill in with questions. A total of 59 questions may be filled in, maximum, and each question must be stated within 70 characters. The program displays one question at a time for the operator to complete. A question is stated in 1 to 3 lines of 60 characters. The operator enters allowable answers to the question as a single answer character, followed by what that character represents. For example "T - True", or "1 - strongly agree". Both the questions and the answers are printable as the survey form itself, if you find the survey format acceptable for your purposes (process "3", below). The "Enter survey questions" process begins with the following query - QUERY 2.1: Do you want a new, clear questions file? The survey questions are recorded in the CSURVEY file. The program comes with such a file in place on the program disk. After specifying an alternate data disk, the operator will enter "Y"es to this query. The program will then copy file CSURVEYX from the program disk to file CSURVEY on the data disk. This new CSURVEY file is then used to recrod all survey question data, as entered in this process. All questions and answers that are subsequently entered are saved unless you enter "N"o to the above query. This is true when you enter this process at a later time. The program then displays a three-line field for entry of a title to the survey. This title will be displayed on the printed survey form and report. The process also allows entry of a set of valid answer characters. There may be as many as eight valid answers for any question in the survey. All answers must be in the set of characters that you enter here. If you do not wish to have answer validation, then leave this field as all blanks. The Answer process will then allow any answer to be entered for any question. On completion of this initial, partial screen, the operator presses ctrl-W to go to the next screen. This is the "CSURVEY Questions Entry" screen, see Figure 5:6.1, below. It displays a 3-line question, followed by as many as eight answer fields. The program is now in DBASE edit mode. Just fill in what you want to ask, followed by what answer choices you wish to allow. Do not skip any lines when filling in the answers. Survey processing ends at the first blank answer. The program will display only as many lines as you fill in, when it prints the Survey form. In other words, if you leave the second and third lines blank, the program skips them, rather than printing extra blank lines before printing the answer selections. Answers should be entered as a one character answer, followed by the meaning of the specified character. For example, "1 - strongly agree". The survey form will be printed exactly the way you enter the answer text. So it is good to separate the single character and the answer meaning with a dash (-). On completion of the last answer to the question, press ctrl-W to exit dBASE edit mode. The program will record the question/answers, then display "Select: [N]ext question [B]ack a question [S]ave [Q}uit :_ [N]ext - the program calls up the next question, if not at the 59th. [B]ack - the program calls up the previous question, if not at the 1st [S]ave - saves the screen values, then exits question entry. [Q]uit - exits question entry without saving this question's values Page 5-14-3 Section 5:6 CUTILITY, CSURVEY Figure 5:6.1 - CSURVEY Questions Entry Grace Church - CSURVEY Questions Entry February 5, 1985 VALID SURVEY ANSWERS: >12345TF< QUESTION 1. :How long have you been a member? : : : : : VALID ANSWERS:0 - I am not a member :1 - one year :2 - :3 - :4 - :5 - 5 years or more Select: [N]ext question [B]ack a question [S]ave [Q]uit :___ Page 5-14-4 Section 5:6 CUTILITY, CSURVEY C.4 Survey form printing The program will print a good survey form from the questions and answers specified in process "2) Enter Survey Questions, Answers". Just enter: "3" from the main CSURVEY menu, with the printer turned on, and the survey in file CSURVEY will be printed in the format of Figure 5:6.3. One rule to observe - if you keep ALL answers in any question to 25 characters or less, then the survey questionaire will make two columns for that question, rather than skipping a line for each answer. Also, only non-blank question lines are printed. Figure 5:6.3 - Survey Questionaire form Grace Church Effectiveness Survey February 14, 1985 NAME: _______________________________________ 1. How long have you been a member? 0 - I am not a member 3 - 3 years 1 - 1 year 4 - 4 years 2 - 2 years 5 - 5 years or more 2. Are you married? Y - yes N - no 3. How successful is your Small Church in meeting your spiritual needs? 1 - very successful 2 - mostly successful 3 - moderately successful 4 - a little helpful 5 - not meeting my needs at all C.5 Survey Answer Entry The operator enters survey answers by selecting CSURVEY process "3" - "Enter Individual Member Answers". This process sequences through all records in the MEMBERSS file, giving answer blocks to each question defined during process "2". The operator can quickly enter appropriate answer characters onto the screen. Note that numerical answers are more easily processed, since you can use the numeric keypad of you key board. Answer entry involves the following steps. 1. Selection of a name. Upon selection of CSURVEY process "3", the program queries the operator for a name to process. This query system is just like the one in the MEMBERS Update process, see paragraph 3:F-[C]. The following query is given - QUERY 4.1: Enter LAST NAME (3 characters), then FIRST NAME (2 characters) Name code :__ Page 5-14-5 Section 5:6 CUTILITY, CSURVEY Enter the specified characters, preferably in all small letters. The program will find the name, then will display Figure 5:6.4, for the operator to enter survey data into. If the name is not found, the message "No match, press <retn> to continue" is given. Press the RETURN key to return to the name query again. This process cycles on the name query indefinitely. To end the process, enter "Q" for the name; the process exits back to the main menu, saving all survey answer data that was entered. Exiting is also allowed from the last query, below. You must exit back to the main menu to properly close the survey files and save the recorded data. Figure 5:6.4 - CHURCH SURVEY PROCESSING CHURCH SURVEY PROCESSING February 5, 1985 Anderson, Norm 866-4639 B:MEMBERSS 1. :2: 012345 How long have you been a member? 2. :T: TF Are you married? 3. :4: 12345 How successful is your small church in meeting your 4. :1: 12345 Would you like to be more involved in SPIRITUAL .. 5. :3: 12345 Would you like to be more involved in SOCIALS .. 6. :$: 12345 Would you like to be more involved in FAMILY CONCERN 7. :4: 12345 Would you like to be more involved in FULL CHURCH .. 8. : : 9. : : 10. : : 11. : : 12. : : 13. : : 14. : : 15. : : 16. : : 17. : : 18. : : 19. : : 20. : : INVALID ANSWERS: 6 Select: [N]ext screen [B]ack a screen [S]ave this record [Q]uit : Record for "Anderson, Norm" is processed. Select: [N]ext name [B]ack a name [Q]uit :_N_ 2. Answer entry. After a name has been found to enter survey data to, the program displays the first 20 survey questions, as entered by the operator during process "2". The operator enters answer values in the single character block provided in the left margin of the screen next to each question. The program validates the answers after the full screen of values has been entered, but only if validation characters were specified during process "2". Any invalid answer characters are displayed, along with the question number. They are ignored, and are replaced by a blank answer, which is always valid to CSURVEY. You will be returned to the same screen of questions, with the message: "INVALID ANSWERS: 6 9 13 " (question numbers 6, 9 and 13 have invalid values, as determined from the VALID ANSWERS field of the Questions process ("2"). Page 5-14-6 Section 5:6 CUTILITY, CSURVEY All questions must have valid answers in order to complete this screen and be allowed to progress further into more names and questions. A blank answer is always valid for CSURVEY answers. A person may at any time leave an answer blank. 3. Advancing to more questions and member records. When the cursor reaches the screen bottom, and all questions have valid answers, the program displays the following query - Select: [N]ext screen [B]ack a screen [S]ave this record [Q]uit : Just enter the first letter of the function you desire. "Next screen" advances to the next set of 20 questions, if there are more. "Back a screen" goes back to an earlier screen of questions. "Save this record" completes processing of this member record, recording the survey results in the current SSSCATTD field. "Quit" terminates this record without recording the survey results that were entered. For "Save" and "Quit", the program displays the following query - Record for "(Some Name)" is processed. Select: [N]ext name [A]nother name [Q]uit : This is similar to the command to advance to a new screen of questions. You will advance to a new name, or quit the answer editing process. For [N]ext, the computer just brings up the next name in the MEMBERSS file, which is in alphabetic order. For [A]nother, the program queries you for the next name that you want to process. Enter your desired response. Page 5-14-7 Section 5:6 CUTILITY, CSURVEY C.6. Display/Print Summary Report To get a report about the answers that were entered, select process - "5) Display/Print Summary Report". This process operates on the MEMBERSS file to produce statistics on the answers to each question. The process has no operator queries. The report is to the screen, with the operator option of printing the displayed report being available. Just press ctrl-P before pressing <RETURN> to selecting process "5", to enable the printer. This will send the screen characters to the printer as well. Figure 5:6.5, below is the report that is made by this process. Figure 5:6.5 - Survey Report Grace Church - Survey Report February 6, 1985 Names being processed: 112 Names with responses: 84 _______________________________________________________________________ 1. 12345 How long have you been a member? 6 8 % I am not a member 6 8 % 1 year 12 16 % 2 years 42 50 % 3 years 18 25 % 4 years 0 0 % (no response) This process performs the following functions - 1. Counts the number of records in the MEMBERSS file. This number is displayed after the message "Names being processed:" 2. Copies all records in the MEMBERSS file that have answers recorded in the SSSCATTD field (the field is not blank) to a new file - MEMBSS. This is the set of people that have made responses, as recorded during process "4) Enter Individual Member Answers". The report will show the number of individuals that have responses recorded. Since this MEMBSS file is independent of the MEMBERSS file, you may record more answers later, if some come in, then run this process again for new statistics. The number of member records in this MEMBSS file is the base from which the statistics are calculated, below. So member records that have no response have no bearing on the percentage values - you would have to calculate such figures for yourself. 3. List each question, followed by the question answers and the number of members making each of the answers. Show the percentage of the total answers that each answer received. The first answer to the question in Figure 5:6.5 has 6 people that answered "0"- not members. This is 8% of the 84 people that turned in completed survey forms. Page 5-14-8 Section 5:6-A - CSURVEY Appendix A 1. CSURVEY data files CSURVEYX - an empty file for creating a new CSURVEY file. CSANSWRSX 8 Valid answers for the specified question QU1 60 Question line 1 QU2 60 Question line 2 QU3 60 Question line 3 AN1 60 Answer 1 AN2 60 Answer 2 AN3 60 Answer 3 AN4 60 Answer 4 AN5 60 Answer 5 AN6 60 Answer 6 AN7 60 Answer 7 AN8 60 Answer 8 CSURVEY - a copy of the CSURVEYX file, made available for entering survey questions. Record 10 has the CSURVEY file title and the general set of valid answers. 2. MEMBERSS - the user-created members file, as derived from the MPROFILE program. CSURVEY reads the last and first names, the home phone, and the SSSCATTD fields. The rest are present to allow the local church to extend statistics functions, such as making the statistics on official members only, for example. 3. MEMBSS - a file created by process "5) Display/Print Summary Report". This file is all member records in the MEMBERSS file that have any survey answer data at all, in the SSSCATTD field. Page 5-14-9 The rest are present to allow the local church to extend statistics functions, such as making the statistics on official members only, for example. 3. MEMBSS - a file created by