The Prospect Manager
OVERVIEW....
The main purpose of the Prospect Visitation Manager is to maintain the names
of prospects in an orderly manner. The data collected, for each name, allows
the computer do "the tedious task" of managing a prospect file for
visitation. Developed by a former minister of education the system is "user
friendly".
The Visitation Manager is a computerized version of a manual system used by
the author while serving as a church staff member. A record is created for
each prospect with considerable information being captured on input. From
this information a visitation assignment form is printed that is used in
visitation.
A feature to denote how often a visit should be made allows automatic
printing of visitation assignments. Not all prospects need to be printed,
call out features allow selective printing. (Sunday School Department,
Sunday School Class, pastor follow-up needed, by sex, by age, by map zone or
any combination of the predetermined call-out options , etc.)
In addition to the basic information of name/address etc. information is
captured after visiting that will enable future visitors to know what has
been previously discussed. An almost endless thread of comments can be
maintained.
When entering data, the background color of the field, that has the focus
(ready to enter data from the keyboard), will switch to Green. After data is
entered the data field background color will switch to white.
There is only one family/address record per family. When a name is entered
the first time a family/address record is created. The address and
directions to the address along with a mailing salutation is entered. A
family number is automatically assigned. Then all subsequent members of that
family will get the address and other information from the family/address
previously entered.
When you enter new names the family/address record is searched by home phone
number. If there is a "no find" on home phone number a search will be made
on last name. All matching last name records will be displayed for you to
select the appropriate family/address record. If there is still a "no find"
you will be prompted to enter a new family/address record.
This method permits having to change the address record in only one record,
regardless the number of members in a family. After making address changes
all VM master records are automatically changed for that family.
Various letters can be composed and printed within the VM. A letter is
automatically printed when each name is entered into the Visitation Manager.
Other letters can be composed and sent to selective (SS Prospects, Church
Prospects, By Map Zone Etc.) groups.
Help available on many fields....
......If you are in question on what you enter into fields click the left
mouse button in that field. (sets focus to that field) The background of
that field should change to green. Then hit the F1 Function Key. If
additional help is available for that field a window will open with
additional helps. Hit OK to proceed.
You move through The Visitation Manager at your own pace. You do this by
clicking your mouse on data fields, or using the Tab key or hitting ENTER in
fields other than COMMENT fields..
Usually data fields have a green background The flow is from left to right,
top to bottom. Imagine lines on your screen. You begin with the left most
position of the first line and move from field to field starting with the
field to the far left. This is not necessary with your mouse, since you can
move to any field by clicking your mouse in the appropriate field. It's best
to follow the flow because some automatic features are activated when you
leave certain fields. For instance, after you enter the first name, an
address window appears for selecting the address.
Each name entered is checked for an existing record for the same household.
This is done by checking the address database for a corresponding phone
number. If one is found that address and family number can be used. If no
phone number is found all addresses for people with the same last name will
appear. If the correct address is not found you are given the option to
enter a new address in the address database. PVM will automatically assign a
family number and record number.
In addition to data fields, you have control buttons, (like the ones accross
the bottom of this form), dialog buttons with an arrow pointing down. They
usually will have a caption describing their function. These buttons require
some attention. Click your mouse on these at the appropriate time...the Tab
key does not work on these. When you click on some of these, another frame
or screen appears that requires your attention.
From time to time you may want to add some notes to this manual for future
reference. You do this by placing your mouse pointer at the end of the last
line (use the down arrow to the right to get to the end) and hitting enter.
You then begin typing as you would on a typewriter. Use the Enter key as the
carriage return.
Menu Options.....
SET DEFAULT OPTIONS
Defaults need to be set prior to using the Prospect Manager. Defaults are
certain settings utilized by the system...printer i.e.. Using the options in
the opening menu establist the following defaults.
Church information for printing. Basically the information needed for
printing a letterhead for the church. Used on letters and reports generated
by the Prospect Visitation Manager.
Change Printers. The PVM can print either to a laser or dot matrix printer.
This option changes printer options.
Predominate Phone Area Code. Since most of your prospects will have the same
area code this options allows the PVM to automatically insert the area code
in the phone number field.
Default days for printing. The number of days before the PVM prints another
visitation assignment. If the number of days is not changed for an
individual the PVM uses this number.
Predominate Towns/Cities. To eliminate key strokes this feature permits
automatic inserting the information in the address database. Unlimited
number of towns/cities can be entered.
Create/Change letter to prospects. The PVM will automatically print a letter
to new prospects. This option is used to generate the first letter..(each
prospect gets the same letter)...or to change and/or update a master letter
on file.
Main Menu Option
ENTER NAMES IN PROSPECT VISITATION MANAGER: Us this option to enter new
names in the PVM Database.
UPDATE...CHANGE...DELETE NAMES: Use this option to make changes to previous
entries. Also is used to remove names from the PVM Database. UPDATE is the
option to update a prospects record after each visit.
CHANGE FAMILY ADDRESS: Each different prospect family has only one address
database master. This option is used to change that family address. When all
changes have been made the PVM will search and change each individual
address. There is an option in the change routine to change an individuals
address without changing the family address database. This permits a family
member to have a different mailing address. (College students etc.)
LOAD PRINTING MENU: Loads another menu displaying all printing options for
printing the prospect. The one exception is writing letters to the
prospects.
LOAD PROSPECT LETTERS MENU: Displays options for customizing letters to be
printed for prospects as well as options for selecting the prospects who
will be receiving a letter.
LOAD WHO WILL VISIT MENU: The PVM, in addition to managing the names of
prospects, has capabilities to managing the names of people who are willing
to be involved in the In-Reach and Out-Reach ministry of the church. This
option loads another menu showing all the options for the function. This
option can be used as a database for churches that have no computer system
to manage the membership records.
Data captured at input
Home Phone. Type numbers only, no dashes ########## the PVM will format the
number (###) ###-####.. If the predominate area code has been entered type
the area code for those outside the predominate area code. Enter the home
phone number if at all possible. The PVM uses the phone number to locate the
address in the address database. Hit enter or use the mouse to move to the
next field.
Last Name. Combines with the first name to create the full name. Hit enter
or use the mouse to move to the next field.
First Name. Same as last name. After leaving this field the system will
pause while the address database is being searched. If the phone number is
not entered the database is searched by last name, displaying each record
matching the last name, until the correct address is found. If an address
has not previously been entered you will be prompted to enter a new address
in the database. Hit enter or use the mouse to move to the next field.
After leaving the first name field (lost focus) address options appear.
Follow instructions to choose or enter the address. Once selected the
address remains on the screen and two other panels of information will
display.
Prefers to be called. If a name is not entered the first name will be
inserted when you hit enter. Hit enter or use the mouse to move to the next
field.
Work Phone. Enter the same as the home phone. Hit enter or use the mouse to
move to the next field.
Date of birth. Type as MMDDYYYY. Enter numbers only. If there is no date of
birth nor age take a guess and fill in the age range field. This information
will be helpful for group grading the prospects for Sunday School. The PM
will format the field. Hit enter or use the mouse to move to the next field.
age range: Use this if the date of birth and/or age is not known...this is
the "I guess" on a prospects age/
Gender, Martial and title: Using the mouse select the appropriate field for
the Gender, Martial and title. Hit enter or use the mouse to move to the
next field.
Church Member. Select if the individual is a member of the Church and is a
prospect for Sunday School. If the SS Member option is not checked (X) the
Prospect Visitation Manager assumes the person is a prospect for Sunday
School. (In-Reach). Use the mouse to move to the next field.
SS Member. Select if the individual is a Sunday School Member and is a
prospect for the Church. If the Church Member option is not checked (X) the
Prospect Manager assumes the person is a prospect for Church Membership.
(In-Reach). Use the mouse to move to the next field.
Visitor. The PVM can also be used to keep track of Visitors. In reality all
visitors may be prospects to the Church and Sunday School. Use the mouse to
move to the next field.
Click to select SS Dept/Class. For Sunday School Prospects when tracking by
department and/or class. When you click the mouse on this option a panel
will display for selecting the department and/or class. Use the mouse to
move to the next field.
Comments: An almost unlimited thread of comments can be entered for each
name entered. Information that will help visitors know more about the
prospect should be entered. These comments can be updated after each
subsequent visit.
Need a Pastor Follow-up. Use to flag a prospect name who needs a pastor
follow-up visit. This will cause the PVM to print this note on the
visitation assignment.
More Persononal Information. When you click on this option another panel
will appear showing the following input options. Since all options may not
apply use the mouse to move from field to field on this panel.
School Grade: Used for students. Used primarily for information.
Retired: For information in the Church Member Manager.
Employed by: For information in the Church Member Manager.
Employment Address: For information in the Church Member Manager
Occupation: For information in the Church Member Manager.
Other Menus
Printing/Displaying Options:
Scan for those needing a visitation assignment printed: Should be done in
preparation for visitation. The PVM will scan all names on file, printing a
visitation assignment for those who fall within the default days.
Print visitation assignments for all names on file: Prints a visitation
assignment for all names on file regardless of the default days setting.
Print Full Name and comments for all names on file: A way to review the
results of all visits recorded.
Display a prospect record on the monitor...one at a time:Another way to
monitor what's being recorded about visits. Has the option to select records
needing a visitation assignment printed.
Selective printing of visitation assignments (Sex, Age, Etc):
Callout options:
Age: May call out one age or a group of ages from/to.
Marital Status: Select married, single, divorced and/or widow. Must make a
pass for each status
Gender: Same as marital status for male and/or female.
Zip Code: When used the zip code must be set in the appropriate field on the
master address form. A separate field for zip and map zones is provided to
activate this option.
Map Zone: If you divided your area into map zones this option will allow you
to select by map zone. Same as zip in setting up the option.
Letters Menu:
The PVM can print any number of letters. You decide which letters to print
and who gets a letter. The first time a prospect is entered into the PVM a
letter will automatically be printed. Of course this letter has to be
created in the setup option before the first name is entered.
View letters on file: Use this option to view letters on file. These letters
may be changed, deleted or a new letter can be created.
Select a letter to mail: After letters are created this option gives you the
choice of which letter to mail and to whom.
Print prospects by Map Zones: A good way to group prospects. Coupled with
the letters to people who will visit, you can send them a list of prospects
living in their area.
People Who will visit Menu.
A database of names/address of people who are willing to be involved in the
churches outreach/inreach ministry is included in the PVM. This option can
be used to assign prospects to these folk who may call, write or visit the
prospects.
Add new Names: The input module to enter names into the database.
Change a Name on file: Make changes and/or delete names in the database.
Print Names by Map Zones: Basically the same procedure as the propsects.
Load Letters Menus: Loads another menu with letter options.
Who will visit Letter Utility:
Create a Letter: Use to create new letters to those who will visit.
Change a Letter: Changes previously entered letters.
Delete a Letter: Delete a previously entered letters.
Select a Letter: Select a letter and those who will be getting the letter.
For additional help, suggestions and/or information contact Jack Robinson,
Tools of Ministry, 489 Governors Road, Winnabow, NC 27489
Phone: (910.253.9431
Email address jack@toolsofministry.com
Websites: www.toolsofministry.com
This information was updated on February 15, 2006
Copyright 1993 Tools of Ministry, All rights reserved.
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Specifications subject to change.
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Tools of Ministry
Winnabow, NC
910.253 9431