5.5    Shepherd Processing
       ===================

       In CMS each family can be assigned to a shepherd.  The term "Shepherd"
       refers to a member of the Church who sponsors a family and its members.
       He or she is looking out for the well being of the family members they
       are shepherding, and may be the main contact to that family.  Shepherds
       may sponsor more than one family.

       To begin with "Shepherd Processing" follow the steps:

       A. At the Groups Menu, select "Shepherd Processing" by typing <S> and
          then pressing <Enter>.

          The first time you use CMS, no shepherds exist yet.  When CMS doesn't
          find any shepherds, you see the following message window:

          ====================================
          | There are no shepherds on file.  |
          | Do you want to add one? [y/N     |
          ====================================

       B. Press <Y> to set up your first shepherd.

          If you press <N> the message window will disappear and the Groups
          Menu will be restored.

          If you press <Y> a "Select Member" window will appear.

       C. Use your cursor keys, or type in the first few letters of the members
          name to select the member that is to become a shepherd.

       D. When you highlighted the name of the selected member press <Enter>,
          and the "Shepherd Processing" screen will appear, displaying the new
          shepherd.

       Notice the options menu at the bottom of the screen.  In the next
       chapters we will explain these options.



5.51   Help with Shepherd Processing
       =============================

       Notice the <?>-Help option on the left side of your options menu.

       Press the <?> key now and you will see a "Help" window appear.  It
       explains all the options available to process shepherds.  Use the <PgDn>
       and <PgUp> keys to see the next or previous "Help" screen.

       To exit Help press <Esc> and the "Help" window will disappear again.


5.52   Add New Shepherds
       =================

       In these next chapters we will always assume that you start off at the
       "Shepherd Processing" screen, assuming you have already added your very
       first shepherd to the CMS system.

       If you select "Shepherd Processing" from the "Main" menu and you see
       this window on your screen:

       ===================================
       | There are no shepherds on file. |
       | Do you want to add one? [y/N    |
       ===================================

       then go back to chapter 5.5 "Shepherd Processing" and follow the
       detailed instructions given there.

       To add shepherds to the shepherd list in CMS:

       A. Press <A> to add a new member now.

          The "Select Member" window will be displayed.

       B. Use your cursor keys, or type in the first few letters of the member's
          name to select the member that is to become a shepherd.

       C. When you highlighted the name of the selected member press <Enter>.
          The "Shepherd Processing" screen will be restored displaying the new
          shepherd.


       To find out if a member has already been added use the "Find" option
       described in the next chapter.


5.53   Find an existing Shepherd
       =========================

       The Find option, listed on the options menu, helps you locate specific
       shepherds by their first or last names without scrolling through the
       entire shepherd list.

       To find a specific shepherd:

       A. Press <F> from the options menu to display the "Find" window.

          =========================================
          | Enter shepherd's first and last name: |
          |    First: [                   ]       |
          |     Last: [                   ]       |
          =========================================

       B. Fill in the last name, or first and last name, and press <Enter>.

          If you don't know the full name, type what you know of the person's
          last name.  For example JOH will find JOHNSON and JOHANSON. If you
          are not sure of the last name, or if you fill in only the first few
          letters of the last name, then leave the first name blank. This will
          help CMS to locate a name that might be close to the one you are
          looking for.

          Note: If the "Find" window already contains information, you can
          clear it by pressing <Ctrl-Y>.

       C. Press <Enter> or <PgDn> to execute the search. CMS will search the
          member list in alphabetical order from the beginning.

          If a match is found the "Shepherd Processing" screen will be
          repositioned so that the shepherd that was found will appear at the
          top of the screen.

          If no match was found use fewer letters for name field to search, and
          then use your (Up> and <Dn> cursor keys to scroll the list to see if
          there is a name in the list close by that is the shepherd you were
          looking for.



5.54   Reports on Shepherds (R - option)
       =================================

       Here you choose reports or labels generation for all the shepherds in
       CMS.  Reports may be viewed on the screen, sent to the printer, or
       written to a file.

       To generate reports on shepherds:

       Press <R> from the "Shepherds Processing" screen.

       The "Reports Definition Table" will be displayed with these options:

       - Shepherd List and
       - Shepherd Mailing Labels,


5.541  Shepherd List
       =============

       This report generates an alphabetical listing of all shepherds stored
       in the CMS system. Report output may be viewed on the screen, printed
       out on the printer, or written to a file.


       To generate a shepherd listing:

       A. At the "Reports Definition Table", use you cursor keys to select
          "Shepherd List".

       B. Press <Enter> and a "Choices" menu will appear.

       C. Make your selection and follow the instructions on the screen to
          generate the report.  See the Appendix, chapter 10.2 "Generate
          Standard Reports in CMS" for more details.

       D. Once the report has been generated you will be returned to the
          "Reports Definition Table".



5.542  Shepherd Mailing Labels
       =======================

       When you want to send letters or statements, or if you want to send a
       mass mailing to all the shepherds in CMS this choice lets you generate
       the mailing labels. You can preview the labels on the screen, print them
       on your printer, or write them to a file.



5.5421 View All Shepherd Mailing Labels on the Screen:
       ===============================================

       To view mailing labels for all shepherds:

       A. At the shepherds "Reports Definition Table" screen,  use your cursor
          keys to select "Shepherd Mailing Labels".

       B. Press <Enter> and the standard "Choices" output menu  will appear.

          If you press <Esc> no label will be generated and you will be
          returned to the "Reports Definition Table" screen.

       C. Select "View Label", press <Enter>, and follow the instructions on
          the screen to preview the mailing labels. See the instructions in
          Appendix 10.3, chapter "Viewing Mailing Label(s) in CMS" for complete
          details.

       D. After pressing <Esc> from the "View Report" window you will be
          returned to the "Reports Definition Table" screen.



5.5422 Print All Shepherd Mailing Labels on the Printer:
       =================================================

       To print mailing labels for all shepherds:

       A. At the shepherds "Reports Definition Table" screen,  use your cursor
          keys to select "Shepherd Mailing Labels".

       B. Press <Enter> and the standard "Choices" output menu will appear.

          If you press <Esc> no label will be generated and you will be
          returned to the "Reports Definition Table" screen.

       C. Select "Print Label", press <Enter>, and follow the instructions on
          the screen to preview the mailing labels. See the instructions in
          Appendix 10.4, chapter "Printing Mailing Label(s) in CMS" for
          complete details.

       D. Once all labels have been generated you will be returned to the
          "Reports Definition Table" screen.



5.5423 Write All Shepherd Mailing Labels to a File:
       ============================================

       To write all mailing labels for Shepherds to a file:

       A. At the shepherds "Reports Definition Table" screen,  use your cursor
          keys to select "Shepherd Mailing Labels".

       B. Press <Enter> and the standard "Choices" output menu will appear.

          If you press <Esc> no label will be generated and you will be
          returned to the "Reports Definition Table" screen.

       C. Select "Write Labels to File", press <Enter>,  and follow the
          instructions on the screen to generate the mailing labels. See the
          instructions in Appendix 10.5, chapter "Writing Mailing Label(s) to a
          File in CMS" for complete details.

       D. Once all labels have been generated you will be returned to the
          "Reports Definition Table" screen.



5.5424 Generate a Merge File for All Shepherds
       =======================================

       To generate a merge file for all shepherds:

       A. At the shepherds "Reports Definition Table" screen,  use your cursor
          keys to select "Shepherds Mailing Labels".

       B. Press <Enter> and the standard "Choices" output menu will appear.

          If you press <Esc> no merge file will be generated and you will be
          returned to the "Reports Definition Table" screen.

       C. Follow the instructions on the screen to generate a merge file. See
          the instructions in Appendix 10.6, chapter "Generate Merge Record(s)
          in CMS" for complete details.  To find out about the structure of CMS
          merge records refer to Appendix 10.7, chapter "Merge Record Structure
          - Technical Information".

       D. Once all merge records have been generated you will be returned to
          the "Reports Definition Table" screen.



5.55   Shepherd Specific Choices (Enter - Option)
       ==========================================

       While the options presented in the "Options" menu affect the list of
       shepherds as a whole, it is possible to work with individual shepherds
       choosing the "<Enter>-Choices" option from the "Shepherd Processing"
       screen.

       To begin working with individual shepherds:

       A. Move your cursor to the shepherd you want to work with, or use the
          "Find" option to locate that shepherd on the "Shepherd Processing"
          screen.

       B. Press <Enter> and the "Choices" menu will appear.

          ===========Choices==========
          | Edit Shepherd             |
          | Delete Shepherd           |
          | View Families             |
          | Print Families            |
          | Write Families to File    |
          | Add Families              |
          | Remove Families           |
          | Transfer Families         |
          |                           |
          =============================

       C. To exit the "Choices" menu again press <Esc>.



5.51   Edit a Shepherd's Information
       =============================

       Choose "Edit Shepherd" if you want to make changes to the information
       about a shepherd, or if you made mistakes when you added that shepherd
       to the shepherd list.

       A. At the "Shepherd Processing" screen move your cursor to the shepherd
          who's information you want to change, or use the "Find" option to
          locate that shepherd on the screen.

       B. Press <Enter> to get to the "Choices" menu.

       C. Press <E> to select "Edit Shepherd", and press <Enter>.

          The "Edit <Shepherd name>" screen will appear and the cursor will be
          positioned at the "Shepherd name:" blank.

       D. Type in the new information where you want it to appear in that
          blank.

       E. Press <Enter> when done to move to the next blank "Shepherd phone:"

       F. Press <PgDn> when you are done with all the changes to this shepherd.

          You will be returned to the "Shepherd Processing" screen and the
          changed information will appear there.



5.52   Remove a Shepherd's Information
       ===============================

       Just as shepherds can be added to the shepherd list they also can be
       removed.  For example, you discovered after you entered this shepherd,
       that you created a duplicate entry.

       To remove a shepherd from a family:

       A. At the "Shepherd Processing" screen move your cursor to the shepherd
          you want to remove, or use the "Find" option to locate that shepherd
          on the screen.

       B. Press <Enter> to get to the "Choices" menu.

       C. Press <D> to select "Delete Shepherd", and press <Enter>.

          To prevent you from inadvertently making a mistake and remove the
          wrong shepherd a window will be displayed (in our example we will
          again use the name Joe Doe):

          =============================================================
          |       Deleting this shepherd (Doe, Joe, Mr.)              |
          | will cause all associated members to not have a shepherd. |
          |                        OK? [y/N]                          |
          =============================================================

       D. Press <Y> to confirm the deletion of this shepherd,

          or

          press <N> if you don't want to remove the selected shepherd at this
          time.

          If you pressed <N> you will be returned to the "Shepherd Processing"
          screen and no deletions will have been made.

       E. If you pressed <Y> to confirm the deletion another window will be
          displayed(we use Joe Doe again):

        ===============================================================
        | Are you really sure you want to remove this shepherd? [y/N] |
        ===============================================================

        This is your last chance to change your mind.

     F. Press <Y> to confirm the deletion of this shepherd and all the members
        related to this shepherd via their family will now be without an
        assigned shepherd.

        or

        Press <N> if you don't want to remove the selected shepherd at this
        time.


     G. You will be returned to the "Shepherds Processing" screen and if you
        confirmed the removal of that shepherd his or her information will have
        disappeared from the "Shepherd Processing" screen.



5.53   View a List of a Shepherd's Families
       ====================================



5.54   Print a List of a Shepherd's Families
       =====================================


5.55   Write a List of a Shepherd's Families to a File
       ===============================================



5.56   Assign Families to a Shepherd's Care
       ====================================

       When families join your Church you probably want to assign a shepherd to
       them, as you enter them into CMS.  You can do that, as you add the new
       families into the CMS system. Refer to chapter 3. "Family Processing"
       for more details.

       However, when you first set up CMS there no shepherds yet assigned.

       To set up shepherds in CMS for the first time:

       A. Add all families in "Family Processing".

       B. Add all members in "Membership Processing".

       C. Add all shepherds in "Shepherd Processing".

          Now you are ready to use the "Add Families" choice.



       To add families:

       A. At the "Shepherd Processing" screen move your cursor to the shepherd
          you want to assign families to, or use the "Find" option to locate
          that shepherd on the screen.

       B. Press <Enter> to get to the "Choices" menu.

       C. Press <A> to select "Add Families", and press <Enter>.

          If you previously added families in "Family Processing" a list of
          families in the "Tag Families for Adding" window will appear.

       D. Use your cursor keys to select a family you want this shepherd to be
          responsible for, and press the <Space-Bar> to tag it.

          If you want to add other families to this shepherd select them with
          the cursor keys, and tag them also by pressing the <Space-Bar>.

       E. After selecting all the desired families, press <Enter>.

          The information for this shepherd and all the affected families will
          now be updated, and you will be returned to the "Shepherd Processing"
          screen.



5.57   Remove Families from a Shepherd's Care
       ======================================

       Just as you can assign multiple families to a shepherd you can also
       remove families from a shepherd's care.  If you want to assign a
       different shepherd to these families you may want to consider using the
       transfer option instead. See the chapter 5.58  "Transfer Families from
       One Shepherd to Another" for details.

       To remove families:

       A. At the "Shepherd Processing" screen move your cursor to the shepherd
          whose families you want to remove from his care, or use the "Find"
          option to locate that shepherd on the screen.

       B. Press <Enter> to get to the "Choices" menu.

       C. Press <R> to select "Remove Families", and press <Enter>.

          If you previously assigned families in "Add Families" to this
          shepherd a list of families in the "Tag Families for Removing" window
          will appear.

       D. Use your cursor keys to select all families you want to remove from
          this shepherd's care, and press the <Space-Bar> on each one to tag it.

       E. After selecting all the desired families, press <Enter>.

          The information for this shepherd and all the affected families will
          now be updated, and you will be returned to the "Shepherd Processing"
          screen.

          Note: The families you just removed from this shepherd's care should
          probably be assigned to a new shepherd right away, so you don't loose
          track of them.



5.58   Transfer All Families from One Shepherd to Another
       ==================================================

       You may want to transfer all families from one shepherd to another. For
       example the current shepherd needs relief from his many responsibilities
       and shepherd member is qualified to replace him or her in the duties of
       a shepherd for his families.

       Note: To transfer families to another member of the congregation who is
       not a shepherd yet requires that you first assign him shepherd status
       using the <Add> option from the "Shepherd Processing" screen.

       To transfer all families:

       A. At the "Shepherd Processing" screen move your cursor to the shepherd
          whose families you want to remove from his care, or use the "Find"
          option to locate that shepherd on the screen.

       B. Press <Enter> to get to the "Choices" menu.

       C. Press <T> to select "Transfer Families", and press <Enter>.

          A list of shepherds will appear in the "Select Shepherd" window.

       D. Use your cursor keys to select the shepherd to whom you want to
          transfer the families, and press <Enter>.

          The information for the old and new shepherds and all the affected
          families will now be updated, and you will be returned to the
          "Shepherd Processing" screen.



5.5x   Exit the Shepherds Choices Menu
       ===============================

       To exit the choices menu, press the <Esc> key, and the choice menu will
       disappear.



5.6    Exit Shepherd Processing
       ======================

       Anywhere in the program, press <Esc> until you see the "Main Menu".

       IMPORTANT: If you were changing information or adding new information
       while in "Shepherd Processing", and while still in the editing or adding
       mode pressed <Esc>, all the changed or added information on that screen
       will be lost.

