Diocese of Lincoln ConnectNow Standard Operating Procedures Version 1.2 December 6, 2016 CONTACT FOR THE DIOCESE OF LINCOLN Name: Kevin M. Ostdiek, Special Projects Coordinator Email: [email protected] or [email protected] Phone: 402-488-0921 ext. 1010 ConnectNow Standard Operating Procedures .................................................................................. 5 Electronic Recordkeeping Responsibilities (SOP #1) ..................................................................... 6 Family Directory ...................................................................................................................... 6 Staff Directory .......................................................................................................................... 7 Offertory and Contribution Pledges and Transactions ............................................................. 7 Sacramental Details .................................................................................................................. 7 Data Entry Standards When Adding a New Family (SOP #2) ........................................................ 9 Entering Family and Member Names ...................................................................................... 9 Entering Family or Member Roles ......................................................................................... 10 Table of Roles Within a Family Record ................................................................................. 11 Non-Catholic or Non-Participating Family Members ............................................................ 12 Entering Addresses ................................................................................................................. 12 Entering Phone Numbers ....................................................................................................... 13 Entering Email Addresses ...................................................................................................... 13 Entering Birth Dates ............................................................................................................... 14 Entering Member Religion ..................................................................................................... 14 Entering Member Language ................................................................................................... 15 Entering Member Ethnicity .................................................................................................... 15 Entering Member Marital Status ............................................................................................ 15 Assigning Registration Status to Family and Member (SOP #3) .................................................. 17 Determining the Registration Status ...................................................................................... 17 Assigning the Family Group .................................................................................................. 17 Assigning Member Statuses ................................................................................................... 18 Registration and Status Scenario Chart .................................................................................. 20 Families Registered at a Different Parish (SOP #4) ...................................................................... 21 Importing a Family into the Parish ......................................................................................... 21 Importing (Moving) Members into and out of a Family (SOP #5) ................................................ 22 Importing a New Member into a Family ................................................................................ 22 Importing the Only Member of a Family ............................................................................... 22 Removing a Member Record from a Family Record ............................................................. 23 Tracking Divorced or Separated Couples (SOP #6) ...................................................................... 25 Modifying a Divorced or Separated Family Record .............................................................. 25 Aids for Communicating with Divorced Parents ................................................................... 25 Divorced and Separated Scenario Chart ................................................................................. 26 Sacraments (SOP #7) ..................................................................................................................... 27 Sacramental Register Information .......................................................................................... 27 Entering Sacramental Records in ConnectNow ..................................................................... 28 Parish Responsibilities When Entering Sacramental Records ............................................... 28 Entering the Parish Name and the Celebrant on Sacramental Records .................................. 28 Entering the Proper Faith on Baptismal Records ................................................................... 29 Adoptions ............................................................................................................................... 29 Entering a Record of Reception for Persons Baptized in a Different Faith ........................... 29 Entering Marriage Records for Both Spouses ........................................................................ 30 Baptismal Certificates and Sacrament History ....................................................................... 31 2 Offertory and Contribution Entry (SOP #8) .................................................................................. 32 Detailed Contribution Posting ................................................................................................ 33 Quick Entry Contribution Posting .......................................................................................... 33 Posting Contributions Made By Cash or Check ..................................................................... 34 Posting Contributions to Multiple Funds ............................................................................... 35 Posting Contributions of Grain or Livestock ......................................................................... 35 Closing Batches and Creating an Audit Trail ......................................................................... 36 Posting Tuition Payments ....................................................................................................... 36 Adding and Editing Funds (SOP #9) ............................................................................................. 37 Configuring Lookup Tables (SOP #10) ......................................................................................... 38 Lookup Tables That Can Be Changed By Parishes ............................................................... 38 Lookup Tables That Cannot Be Changed By Parishes .......................................................... 38 Maintaining Staff Directory Information (SOP #11) ..................................................................... 40 Adding Staff and ConnectNow Access .................................................................................. 40 Password Creation .................................................................................................................. 41 Removing Staff Access .......................................................................................................... 41 Suggested Access Rights ........................................................................................................ 41 ConnectNow Access Rights Table ......................................................................................... 42 Religious Education (Optional Module) (SOP #12) ...................................................................... 43 Non-Parish Members .............................................................................................................. 43 Basic Information ................................................................................................................... 43 Tuition (Optional Module) (SOP #13) ........................................................................................... 44 Ministry Scheduler (Optional Module) (SOP #14) ........................................................................ 45 Setting up Ministry Scheduler ................................................................................................ 45 Adding Ministers and Assigning Roles .................................................................................. 45 Scheduling Ministers .............................................................................................................. 46 Using IQ to Create Customized Reports and Queries (SOP #15) .................................................. 47 Appendix ........................................................................................................................................ 48 Appendix A – ConnectNow Lookup Lists ..................................................................................... 48 Career Types: ......................................................................................................................... 48 Education: ..............................................................................................................................