Electronic tracking for callings

[CJohnson-p40]

Just so that I understand, and I'm finishing the correct page. This will be a form much like the excel sheet, except there will be a central page where all entries can be viewed - so instead of e-mailing an updated spreadsheet around, the page could just be visited.

If this is going to be used at the Stake level, multiple databases will be needed, or one with a way to mark the entries with there matching stake.

One database would be easier in my opinion, but I'll need someone to send me a list of all the names of the states so I can enter them into a separate table and reference them appropriately.

If this isn't correct, just explain in as much detail as you can - how it all works as I'm new to the church and this concept.

Sound good?

[opee]

Just so that I understand, and I'm finishing the correct page. This will be a form much like the excel sheet, except there will be a central page where all entries can be viewed - so instead of e-mailing an updated spreadsheet around, the page could just be visited.

If this is going to be used at the Stake level, multiple databases will be needed, or one with a way to mark the entries with there matching stake.

One database would be easier in my opinion, but I'll need someone to send me a list of all the names of the states so I can enter them into a separate table and reference them appropriately.

If this isn't correct, just explain in as much detail as you can - how it all works as I'm new to the church and this concept.

Sound good?

As I have thought about this, I don't know that a DB would be the right venue because it would potentially contain sensitive information--an issue that the Home Teaching/Visitng Teaching website has been dealing with. (Unless this application is different and would not be an issue). As an alternative, can you make a form using Adobe Acrobat or some other common program that can be routed around to the leaders as needed?


Here is what I was thinking would work in general for a Stake. (A form for a ward would be basically the same as the WARD_CALLING_FORM, with a few tweaks, see below). I have attached a ROUGH sample "form" look:

3 main "emailable" or "editable" froms:
(1) Stake Callings
(2) Ward Callings
(3) Melch. Priesthood Ordinations

Some of the DB tables you might have setup:
MEMBERS
<name> <unit> <phone> <email>

UNIT_TABLE
<unitname>
Unit1
Unit2
Unit3...etc
(allow user to add/customize names as needed)

LEADER/CALLING_TABLE
<calling> <stake/ward> <member> <email>
High Councilor, Stake, name, email@email.com
Stake YM President, Stake
Stake YM 1st Counselor, Stake
1st Counselor Bishopric, Ward
EQ President, Ward...etc.
(allow user to add as needed)

********************************
STAKE_CALLING_FORM:
Person to be called: <field>
Unit member is from: <drop down field from UNIT_TABLE>
Proposed Calling: <drop down field from CALLING_TABLE>
Person to be released: <field>
Stake Presidency Approval Date: <datefield>
High Council Sustained Date: <datefield>
Stake/Aux Leader Contacted Date: <datefield>
Unit Leader Contacted Date: <datefield>

Leader assigned to make calling: <field>
Date calling extended: <datefield>

Leader assigned to release member: <field>
Date member released: <datefield>

Member Sustained in Units: <field>
Unit1, date: <datefield>
Unit 2, Date: <datefield>
Unit3, Date: <datefield>
Unit4, Date:....etc. <datefield>

Leader assigned to set apart member: <field>
Date set apart: <datefield>

Clerk to enter data into MLS: <field>
Date entered: <datefield>

Clerk to enter date into LUWS: <field>
Date entered: <datefield>

********************************************
WARD_CALLING_FORM (for STAKE):
Person to be called: <field>
Unit member is from: <drop down field from UNIT_TABLE>
Proposed Calling: <drop down field from CALLING_TABLE>
Person to be released: <field>
Stake Presidency Approval Date: <datefield>
High Council Sustained Date: <datefield>
Stake/Aux Leader Contacted Date: <datefield>
Unit Leader Contacted Date: <datefield>

Leader assigned to make calling: <field>
Date calling extended: <datefield>

Leader assigned to release member: <field>
Date member released: <datefield>

Date Member Sustained in Unit: <datefield>

Leader assigned to set apart member: <field>
Date set apart: <datefield>

Clerk to enter data into MLS: <field>
Date entered: <datefield>

Clerk to enter date into LUWS: <field>
Date entered: <datefield>

*********************************************
MP_ORDINATION_FORM:
Person to be ordained: <field>
Unit member is from: <drop down field from UNIT_TABLE>
Proposed Office: <drop down field from MP_OFFICE_TABLE>
Unit Leader Interview Date: <datefield>
Stake Presidency Approval Date: <datefield>
High Council Sustained Date: <datefield>


Stake Presidency member assigned to interview: <field>
Stake Presidency Interview Date: <datefield>

Member Sustained in Units or Stake Meeting: <field>
Unit1, date: <datefield>
Unit 2, Date: <datefield>
Unit3, Date: <datefield>
Unit4, Date:....etc. <datefield>
Stake Meeting <datefield>

Leader assigned to ordain member: <leader_field>
Date set apart: <datefield>

Stake representative Present: <leader_field>

Clerk to enter data into MLS: <field>
Date entered: <datefield>

Clerk assigned to print certificate: <field>
Date signed by Stake Representative present: <datefield>
Date signed by Stake President: <datefield>
Date Certificate sent to member: <datefield>

***************************************************
WARD_CALLING_FORM (for WARDS):
Person to be called: <field>
Proposed Calling: <drop down field from CALLING_TABLE>
Person to be released: <field>
Bishopric Approval Date: <datefield>
Stake Approval Date (if necessary): <datefield>
Aux Leader Contacted Date: <datefield>

Leader assigned to make calling: <field>
Date calling extended: <datefield>

Leader assigned to release member: <field>
Date member released: <datefield>

Date Member Sustained in Unit: <datefield>

Leader assigned to set apart member: <field>
Date set apart: <datefield>

Clerk to enter data into MLS: <field>
Date entered: <datefield>

Clerk to enter date into LUWS: <field>
Date entered: <datefield>

[CJohnson-p40]

To be honest, I'm really bad with excel - but if security is an issue I can encrypt the database and decrypt it via the web interface with minimal overhead. This appears to be multiple forms which is fine - I can add tabbed browsing at the top to choose your form, or just provide a main page with links, or give each one separately. I can have the data pulled from other tables in real time with AJAX - and provide some sort of secure access with several different ways to provide authentication. Either way, just let me know the security concerns and I can work around them no problem.

Perhaps it would be easier to discuss this over an instant message as there is a lot more than just a simple form needed. If you have them, send me a PM with your messaging names and I'll get in touch with you. I would offer to call you, but my phone access is a bit limited at the moment.

Thanks,

Chad

[russellhltn]

Unless I'm mistaken, I think much of the attraction is to keep everyone informed of the status. Just look at the table and you know where everything sits. Now if there's a way to make the emailed forms auto-update the table .....

The privacy concern is a valid one. It may be best to keep it as a table that one person manages and sends out emails as needed to nudge people along and to report to the proper presidency.

[mkmurray]

As I have thought about this, I don't know that a DB would be the right venue because it would potentially contain sensitive information--an issue that the Home Teaching/Visitng Teaching website has been dealing with. (Unless this application is different and would not be an issue).

So there's talk about web services and page viewing, which requries a web server, which Church servers and the local unit computers can not be used for at this time. So this is why opee has tried to mention a workaround using forms of some sort. The current policy is that sensitive member information should not be stored on non-Church servers. A DB in and of itself is not a problem, nor a website or web service, but just if it stores or transmits sensitive member information.

[russellhltn]

A DB in and of itself is not a problem, nor a website or web service, but just if it stores or transmits sensitive member information.

Unfortunately we have no working definition of "sensitive member information".

I also see the same issue that killed the attempted HT/VT work around: That is, every one who is a part of this process needs to use the system. Directing that the system would be used gives the appearance of a "church sanctioned" system, when it's not.

As such, I think the best route for now is to do this as a personal application for the secretary to keep track of the status. Be it a simple spreadsheet or something more robust that uses emails to automate the work.

[opee]

Unfortunately we have no working definition of "sensitive member information".

Would name, email, unit, and calling be considered "sensitive" information? I anticipate that this would be the only information used.

[CJohnson-p40]

Unless I'm mistaken, I think much of the attraction is to keep everyone informed of the status. Just look at the table and you know where everything sits. Now if there's a way to make the emailed forms auto-update the table .....

The privacy concern is a valid one. It may be best to keep it as a table that one person manages and sends out emails as needed to nudge people along and to report to the proper presidency.

So the information stored would need to be on a secretary's machine, - These e-mails that are sent out, what would they look like? I'll figure out what to do from here, even if I have to store data locally from an excel sheet and read directly from it, and write directly to it....

Anyone have any other thoughts?

Thanks for the input.

[opee]

These e-mails that are sent out, what would they look like?

I think there could be 4 different email "forms", like noted in the previous email:

(1) Stake Callings (for Stake)
(2) Ward Callings (for Stake)
(3) Melchizedek Priesthood Ordination (for Stake)
(4) Ward Callings (for Bishopric)

Each would have the "titles" listed with the fields filled in by the local spreadsheet.

Would the email form only work in certain email programs, or would it be a universal form emailed through a common program like Excel or Open Office?

[russellhltn]

Would name, email, unit, and calling be considered "sensitive" information? I anticipate that this would be the only information used.

It could be. As I said, we have no working definition.