Electronic tracking for callings

Does anyone have a form that helps an Exec. Secretary or Clerk to track the process of a calling electronically? From proposed name to sustaining and setting apart?

I am looking for something that can be filled out and emailed to High Council Members, Stake Presidency, or Bishops (depending on the application), but allows the particular individuals to record the date they completed their "assignment (releasing or calling and individual, setting them apart, sustaining them in the ward/stake, etc.)

Anyone have a form or solution for this type of need?

I don't have a solution for this, but this is a great idea for a feature whether in LUWS or MLS itself (preferrably both!). The ability to put a calling into the system and have it have a status would be great.

njcant1 wrote:I do have something like this... I tried to attach it (from my thumb drive at work) but it is in Open Office Spreadsheet .ods (Calc) format that is not allowed to attach here. I will convert it to Excel or PDF format at home, and try to post it later....

~ Nate

I've opened up adding OpenOffice Spreadsheet documents in the ods format. You should not be able to add the native document.

Tom

I know this is a bit late, may not even be applicable as I'm used to web based apps, but something PHP based could be thrown together very quickly interacting with a MySQL DB to manage all of this and e-mail the appropriate parties..

Just a thought..albeit a semi-complex one compared to a spread sheet.

CJohnson wrote:I know this is a bit late, may not even be applicable as I'm used to web based apps, but something PHP based could be thrown together very quickly interacting with a MySQL DB to manage all of this and e-mail the appropriate parties..

Just a thought..albeit a semi-complex one compared to a spread sheet.

I like the idea--easier to manage and don't have to pass versions of a file back and forth. Does anyone have anything out there like this?

I'll create it together tonight (or tomorrow), I'm not sure how the e-mailing to who happens though so still set it up, but leave it blank - I'll also have a view that will show everyone, and perhaps tomorrow I'll add to code for sort by date, etc. Once it's done and you approve it on my end, I'll send everything to who needs it to make it happen, along with an sql dump to correct setup the database.

Are these fields all you need, nothing to specify the stake or ward?
Name | Calling/Position | Sustained Date | Set-Apart/Released Date | MLS Updated [ ] | Website Updated [ ]


Hope this will work out for you,

Chad

double post, sorry.

CJohnson wrote:I'll create it together tonight (or tomorrow), I'm not sure how the e-mailing to who happens though so still set it up, but leave it blank - I'll also have a view that will show everyone, and perhaps tomorrow I'll add to code for sort by date, etc. Once it's done and you approve it on my end, I'll send everything to who needs it to make it happen, along with an sql dump to correct setup the database.

Are these fields all you need, nothing to specify the stake or ward?
Name | Calling/Position | Sustained Date | Set-Apart/Released Date | MLS Updated [ ] | Website Updated [ ]


Hope this will work out for you,

Chad

Awesome!

For a Stake level form, I think that it would be useful to have the name of the person assigned to do the calling, the releasing, the sustaining, entering MLS, entering LUWS--so that you know who to select for routing the email...

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?

CJohnson wrote: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>

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

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.

opee wrote: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.

mkmurray wrote: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.

RussellHltn wrote: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.

RussellHltn wrote: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.

CJohnson wrote: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?

opee wrote: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.

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

If we're talking about automating things, it would need to be in a format that could be responded to and read and processed by the program. The email would be a direction to do something and to respond when it has been completed or rejected.

Since we don't have any control over what kind of email client or programs are available at the recipient, that tends to limit us as to what we can do. Perhaps a plain-text email where the user is to reply with specific spots filled in? Something along the lines of what we've seen with automated support software?

Since I'd envision the email responses to be along the lines of "done on xx/xx/xxxx", "unable to perform task" or "disapproved" it doesn't have to be very sophisticated. Anything more written into the comments section would be shown to the secretary or placed into a comments section of the table.

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

As shown in other threads, what we as the community understand it to be that all that information would be sensitive and can only be hosted on church servers in connection with church callings/programs.

Whilst serving as a stake executive secretary a few years ago, we developed a form to help us track callings. See the attached. I then started to try to adapt it for use in a ward. Perhaps this will help someone. I used the form as the basis for a HandBase database on my Dell Axim.

wbristow wrote:Whilst serving as a stake executive secretary a few years ago, we developed a form to help us track callings. See the attached. I then started to try to adapt it for use in a ward. Perhaps this will help someone. I used the form as the basis for a HandBase database on my Dell Axim.

Wow, nice forms! Thanks for sharing.

Tom

Just to throw another form into the mix....

wbristow wrote:Whilst serving as a stake executive secretary a few years ago, we developed a form to help us track callings. See the attached. I then started to try to adapt it for use in a ward. Perhaps this will help someone. I used the form as the basis for a HandBase database on my Dell Axim.

Hey wbristow, I am interested in translate your forms to Portuguese and ask our leaders to implement it on our Stake. Can it be possible? If yes, please, send to me (can be by PM) the password for change the files.

Thanks!!!

Here is a form I created in excel for our ward. I was just released last Sunday as the ward executive secretary and called as the ward clerk. It seemed to work well for us in our ward. Also as a side note I was able to load it onto my PDA ("Pocket PC") and update everything immediately in Bishopric meeting.