Logos Ministry Scheduler - 3-11 New Ministry Scheduler

With the rapid pace of change it can be difficult to stay aware of all the new and improved features in a
software program as extensive and flexible as Logos Ministry Scheduler. This document is a brief
summary of just some of the many changes that have been implemented in Version 7 and prior.

• If you are running Version 7 of Ministry Scheduler, look over this list to be sure you are
taking advantage of all the improved features now available. And check out the Help
menu’s About Scheduler routine, selecting the new Updates button to see if you are
running the most recent release. If not, download it now. It’s free!

• If you have not yet installed Version 7, and if your Maintenance Plus contract is current,
you can go to www.logoscms.com/download, login to the Members Only area, then
download the full Version 7 program and the latest update. If your Maintenance Plan is
not current, contact Logos Customer Care – info@logoscms.com or 800 266-3311.

Version 7 Additions/Changes

Version 7 was initially released in July 2007. (The Version number was incremented at that time
to match other Logos programs that run on the same version of the Microsoft Visual FoxPro
database.) Version 7.2 was released in February 2008. Items added then are noted as such.

Version 7 is built on Microsoft’s Visual FoxPro 9, providing capabilities for new systems (e.g., Vista).

Version 7.1 was released in July 2007; Version 7.2 was released in February 2008.

Data Entry

Members – The Data Entry tab has three new fields: Nickname, Title, and Marital Status. These fields
have also been added to the options on the Personal tab of Search Criteria in report routines.

Define Events -- The Rotational Schedule Ordering window now identifies the person who was the
Last Scheduled in Rotation and gives the option to set a different person as “Last” when there is a
need to change where to begin the next rotation. Also, when names are added to the rotation list, the
sequence of names now remains unchanged and the new additions are added at the end.

Auto Schedule — The routine’s processing was modified to significantly speed up performance.

Cycle – New Every Three Weeks and Twice a Day options have been added to the Cycle list, giving
more flexibility in scheduling. The Twice a Day option accommodates a person who needs to be
scheduled for two different events on the same date.

Manual Schedule – The routine now allows adding ministry positions for a specific occurrence of an
event to accommodate times when more persons are needed than usual. Also, the routine now allows
deleting a specific occurrence of an event.


Output Destination – All reports have new output options that open the report in Word, Excel, etc.

Preview – All reports have new preview options, with additional views, the ability to search for specific
data, and selective printing or exporting from the preview window.

Search Criteria – All reports that use Search Criteria have access to a new Schedule tab to use in
locating people based on whether or not they have been scheduled in a date range. (The Profile
reports have several new Date Range options on the initial screen to define both the scheduled
ministries to print and how persons will be selected for the report. As a result, this routine does not use
this new Schedule tab.)

Date Ranges – Reports that use a date range now default to the next month instead of the current
month, since most reports are run in advance of the time when people are scheduled.

Name formats – You can modify the use of Nicknames and/or Titles at any time by two new check
boxes on the Preferences > Define tab.

Labels – This routine now allows printing Name Tags for people who are scheduled to serve.

Persons Not Active – This report now has options to print those with no events defined, those with no
ministries defined, or those with no events or ministries.

System

Backup Data – The routine has been modified so that the backup files that are created re automatically
encrypted and cannot be opened from outside the program without a password provided by Logos
Support. This provides additional security when backup files are transmitted via the Internet or stored
on unsecured media. The Restore Data routine has been modified to read the encrypted files.
The default location for backup files has been changed to c:\logoswin\backup\logosms\[data] – in which
\[data] indicates the current data directory. This provides better management of data backups when a
church office is managing separate datasets for two or more churches or when operating in a hosted
environment via the Internet.

Help

The About routine has a new Updates button for quickly downloading and installing a program update.

Version 7.2 added several enhancements to this routine, including allowing access to the Updates
button only to a System Administrator..

What Was New in Version 3

Data Entry

Members — Ministry Tab — A new Cycle field was added to accommodate people who need to
serve in two or more different ministries on different frequencies. Entries in this field are optional.

If you wish to randomly assign members to specific tasks or positions connected to a ministry, follow
these steps:

1. Define Ministries — First define a Value = "All" ministry for each such Area/Category. Then,
for the same Area/Category, create corresponding ministry Values for the specific tasks that
need to be assigned. (NOTE: If linked to Logos II, always make all Ministry definition entriesin Logos II, not in Ministry Scheduler.)

2. Define Events > Event Ministry tab — Add an entry for each such specific task. Do not use
the Value=All item here.

3. Members > Ministry tab — Add the Value=All item in the records of those who can do any
of the tasks. Enter the specific tasks only in the records of those who need to be assigned to
a particular task. (If linked to Logos II, make these entries in Logos II,
Auto Schedule will then assign members with the Value=All ministry items among the various specific
tasks that have been defined, along with those who only have the particular ministry task entries.

Define Events —

• Event Ministry tab — A Rotational Scheduling button was added to allow you to define
any or all ministries for an event to be scheduled on a straight rotational basis, rather than
on the standard random basis. This information now prints on the Events & Ministries
report that prints from within the Define Events routine.

• Event Ministry tab — The Event Name was added to the top of the form.

• Event Ministry tab — If any ministries are defined with Value = “All”, the selections on this
tab can only be for the other specified values tied to the same Area/Category. This allows
the Auto Schedule routine to fill these tasks with members who have “All” as the value in
their record.

• Event Details tab — The Category field now provides three options from which to choose:

• Regular (the default) — New ministries added to this event will not be marked initially for
Rotational Scheduling..

• Rotational — Ministries added new to this event will initially be marked for Rotational Scheduling.

• Manual (One-Time) — Use for seasonal and one-time events. Auto Schedule will create the
event and defined ministry slots on the date indicated, but will not schedule anyone. Members
can be assigned for such events using the Manual Schedule routine.

• The Events & Ministries report (printed by selecting the Printer icon on the toolbar) now
shows the number of people with each Event/Ministry.
Auto Schedule — The routine now offers —

• Schedule Selected Events/Ministries, an option that lets you choose the events and
ministries to schedule. An additional option to Schedule Vacancies Only leaves any
previously scheduled assignments untouched;

• Rotational Scheduling, if defined for any Event Ministry, so that those positions are
filled first in the order defined, then all other ministries are processed;

• As the routine runs, a popup window shows statistics on scheduling progress.

• Any event within the date range that is defined with the Category of Manual (One-Time)
is created, along with its ministry roles, but no members are assigned.

• Any members with a ministry Value of "All" are randomly assigned to any of the other
tasks defined for the same ministry Area/Category.

Manual Schedule — The window where members are selected to fill vacancies was redesigned to
allow making multiple selections at once. Also, if a ministry was defined with a Value of "All", that value
is indicated in the Has Ministry column.

Reports

Profile — The Full Profile and Ministry Profile reports now provide options to select members based
on entries on the Exceptions and/or Family tabs. Also, Exceptions data only prints on these reports if
within or after the date range defined for the report.

Master Schedule — A new “Count” option was added, giving the number of times each person was
scheduled in the date range.

Service List — The Has Events Defined report now allows selecting one or more events.

Labels — A Sort Options screen was added to this routine.

Rotational Event Ministries — This new report was added to the menu to print a list of all people
defined to serve in Rotational Scheduling.

User Reports — This advanced optional add-on can be purchased, giving the ability to modify all
existing reports. An Edit button is added to the Output Destination screen of all reports, allowing you
to open the Report Designer and make changes to report elements. User access to this function can
be limited in Maintain Users.

File

Preferences — An optional Member Default Cycle field was added to aid in scheduling members
who serve in two or more different ministries at different Cycles. If an entry is made here, it will appear
as the default in all new ministries added to member records (not including ministries imported from
Logos II). This field can be left blank, if preferred.

Cycle — A new Every Four Weeks option was added to the Cycle list, allowing a person to be
scheduled exactly four weeks before or after a date on which he or she is already scheduled. The
Monthly cycle is designed for a full month between dates. Thus, for an event that occurs every week, a
person set to Monthly will not be scheduled until five weeks before or after a scheduled date.

Utilities

Import Logos II Individuals — The internal Family number that is imported with Logos II records is
now being changed if a person’s Logos II Family ID Number is changed (e.g., in cases of marriage,
divorce, or moving away from home).

Quick Update — This new routine lets you quickly add or update ministry and/or event information in
multiple member records.
System

Backup Data and Restore Data now allow selecting types of files to backup or restore.
Logos Global Backup — Logos now provides Maintenance Plus customers the option of having all
Logos data (including other Logos programs) automatically backed up on a schedule that you define,
with the additional option to then transmit the backup files to a secure offsite location managed by
Logos. The Restore Data routine was modified to read the encrypted files created by Global Backup.

Administrator

Maintain Users —

• Select Scheduler > Reports > User Reports to set a user’s access to No Access or Read
Only. Read Only allows a user to run user-edited reports, but not edit or delete them.

• Security was added to File and System menu routines.

􀂃 Users who are blocked from access to System menu routines (e.g., Reindex and
Restore) will not be able to resolve a data problem should one occur without help from
the Administrator.

􀂃 Blocking a user from access to the File menu’s Page Setup and/or Printer Setup
routines has no effect on the corresponding buttons on the Output Destination screen
at the end of Report routines.

For More Information on Logos Ministry Scheduler Changes:

• Within the program, open Help and select the What’s New link.

• Visit our website and read about the most current release –
www.logoscms.com/Ministryscheduler7 – and look for the link to a PDF document
listing all the most recent Ministry Scheduler Changes.

• Visit our website and take an Update Tour – www.logoscms.com/intros – click on
Update Tours – select Ministry Scheduler.

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