1. The instructor will cover the need and desirability of "church managemnt software", church requirements and needs, types of software and computer requirements, installation and training, programing updates and special needs, and how the software can expand the ministries of the church.
II. Lecture Outline
Determine Need for "Church Management Software" (cf. section 7 for example)
What is the church doing without church management software?
This includes finance, IRS reports, accountant(s), membership records, budgeting, education, youth groups, etc.
What reports is the church getting without the software?
Who is doing what without the software and who will be doing what with the new software?
Where will it be done?
What changes does the church wish to make if using church management? Computer software will dictate the operations of the church? Use it or don't use it?
How will it effect the various ministries of the church?
(This last question must be answered before looking at software and between reviewing and purchasing software.
Why does the church need Church Management Software and what are the expected results?
What does the church expect, desire, in the computerization beyond world processing?
What is the church presently doing Church Management?
What are the security levels and who has access to what church records?
Why do I need Church Manangement Software?
How much time required a week to maintain the system
How much time does it take before computerising and who will do what and where?
Personnel requirements
What expertises is needed to maintain the software?
What training and help manuals come with the system? or on the system?
How easy is it to backup all files and changes to software?
How often updated?
What plans does the company have for updating?
What new modules and enhancements are available?
What are the yearly costs and costs of updates?
What is the cost of technical support by hour or call?
How long has the company/individual been in business?
Hardware needed
What computer platforms are available?
Windows 95, 98, NT (Windows 3.X is too old.)
Mac, etc
What amount of memory (RAM) is required?
How much hard disk storage is required? (enought for two years down the road)
Will it work on an intranet system.
Security
Are there levels of security?
Who is/are the the system administrator(s)?
Who gets into payroll, budgeting, personal family records, etc.?
Who will do the updating?
Stand alone computer or on an intranet?
Who can get into financial and personal records? Is it everything or nothing?
What "firewalls" are available to keep hackers from destroying church files?
What system of backup is available to protect records from computer loss, fires, and theft?
Software
Trying software before buying.
Can one download limited software for testing?
Can one get a DEMO with manual(s)?
What are the restrictions of the DEMO? How long to use or number of church members?
What is the cost of DEMO with manual(s)?
What is the top numerical limit on membership, families, classes being taught, number of attendances being traced per individual, etc.? Will the software be adequate?
What financial reports are available?
Have the church accountant review what changes may be necessary in using the software?
Financial reports?
IRS reports?
printing of 1099s? What about yearly changes in accounting?
printing of W2s? What about yearly changes in form layout?
What about budgeting forms?
Can we see the software at another church? Talk to other users?
Does the software use denominational vocabulary?
Are different denominational versions of the software possilbe?
Buy a complete package or buy it in modules?
What modules are required?
What modules does the church need or want?
What parts must be used and what parts are optional?
Can the software be modified?
Can printed reports be formatted for a particular church?
Can field names on data entry and reports be changed?
What are the costs of updating by downloading and/or another CD?
can I talk to someone using the software
Is a help hot line available for tech support?
Software Modules
Membership and visitors
What information is available for families and individuals
What follow up on attendance. i.e., 3 absences in a row, 5, 7, etc.
What printout on attendance and retension?
Contributions
Track money
Track non money items
Finance
What reports produced?
Are checks being written with the computer?
Payroll
Example: Church Membership
How is membership presently be kept? Will the computer system work the way the church is keeping them before the church management software?
By baptisms?
By transfers in and transfers out?
Membership dropped at death?
When are members purged, i.e., one years, two years, ten years, not dropped?
By families?
What happens with divorse or the split up of a family?
Last names of children is lady remarries?
Different last names?
How about birthdays, anniversaries, achievements, and special events?
Track Sunday School classes and achievements?
Track summer camps and attendance at special events?
Tracking attendance?
Attendance in Sunday School
Sunday Moring worship service
Sunday Evening worship service
Special Events?
How is attendance tracked in worship service?
Everybody signs in on a roll card and roll sheet?
Cards in holder on back of pew in front?
Sign in sheets on clip board at the end of each row?
Name tags pick up off of a board and placed in a bucket after church (those in bucket marked present and those on board marked absent.)
Must wear a name tag to be counted?
How count those without name tags?
Special name tags for visitors? Some members must see that names and addresses are gathered from visitors as well as other information to establish why they are in attendance?
Send birthday,anniversary, special event cards to visitors.
Some members responsible to see everyone wears name tags?
Physical count of members in the service to establish those without name tags?
How is Sunday School attendance counted?
Same questions as for the worship service?
When dropped from Sunday School roll?
After gathering all this information, How is it going to be used?
What is the routine if someone misses a Service? a phone call?
How about missing two Sundays in a row?
Is some one assigned to visit if three Sundays in a row are missed?
How about seven and ten Sundays in a row? Now less than 50% chance they will come back! ! !
Establish a reason why they dropped out?
How can attendance be reestablished?
Should still mail out birthday and anniversary cards. Shows a spark of interest.