I Membership Drive Data Entry Procedures.

Before entering the next year’s membership information, the table must be cleaned up of last year’s information and prepared for the next year.
When: after November mailing and no more changes for previous year.
1) Rename database for new year, i.e. change from working 2009 to WORKING2010.
2) Get ready for new contributions;
a) save previous years total by renaming TOTAL to TOTAL10 (where 10 is next year)
b) add TOTAL back in (numeric)
c) blank out other money fields General, Schol, teach, endow, match

3) Very important: - resort files on last name in ascending order as all records revert to the order in which they were entered, i.e. records added the previous year will fall at the end.

4) Make sure any dues for new members since September are reentered as these will be credited for the next year.

Log in checks:
1) put batch # on sheet, also date

2) put 30 envelopes in alphabetical order (makes easier in chasing info later

3) log name, amounts and check number on sheet in space provided. If allocation is NOT checked for amount over $30, list in general column. (i.e. $50, dues = $30 and general = $20)

4) make batch totals of fields and write under columns at bottom of sheet

5) total checks and balance against totals on sheet.

6) make copy of sheet and send with checks to the treasurer (Mary Gilliland, 1040 Tehama Ave., Menlo Park, CA, 94025).
7) File original batch sheet with envelopes attached

Enter checks and membership information into system.
1) Using last name search through table 2001PBKNCA
2) If not found do search on national file CURRENTNATIONAL and copy record for that member to bottom of 2001PBKNCA. Enter M9 (where 9 is the current year) into the ADDRESSCHG column to mark this as a new member added this year.
3) If still not found reserve envelope to call the national office. Contact Cara Engle at 202-745-3249 or cengle@PBK.org.
4) compare information on envelope against
2001PBKNCA and update the file if different
5) enter donation information from batch sheet #
6) enter batch # and date at end of record
7) enter codes (see codes listed under special reports page 7)
8) put a check mark in NO DIRECTORY column if requested at bottom of envelope.
9) When entering initiates put value 3 in dues to be used later by certain queries (such as RANKING) to exclude them from listing.

III Prepare mailing list tables for members.
1. Big November membership drive. To obtain names and addresses of all people on the database since the year 2000, run NOVEMBER QUERY to produce a table called NOVEMBER TABLE.
2. For all other newsletters (September, June and March) obtain names and addresses of only those people who have paid their dues. Run QRYDUES. (Dues amounts over 4 will not list initiates with free first year membership which is done only in the September newsletter). This will produce a table PAID MEMBERS.
V To produce a mailing list for the President’s Letter run PRESIDENT’S QUERY. It produces the table PRESIDENT’S LETTER. This is a document sent to all members on the database who have not sent in their dues for the current year, usually no later than February or March.
VI To produce thank you notes run QRYJEAN which produces a printed listing instead of a file. Labels can be produced by going to the reports objects and running LABELS QRYJEAN.
After running this, the date field in the query should be updated immediately to reflect the current date. This will prevent printing the same members the next time the query is run. The audit committee requests this to be run quarterly (end of January etc.)
VII Contributions ranked in order for the June newsletter can be produced by running the query RANKING which produces the table RANKMEMB. This table must be further manipulated as an EXCEL file to produce further sorting by name within amount and also to add headings for categories of contributions. This final step has been done for the newsletter chairman after receiving RANKMEMB. Currently, initiates are not listed in ranking because of 3 in dues field.
All final tables are sent to the newsletter chairman as EXCEL files.

SPECIAL REPORTS FOR DATABASE ANALYSIS
There is a special field 4 places from the end of each members record that has a code used to track certain occurrences. It is called ADDRESSCHG because originally it was created to report any address changes to national. Now it can be used for other purposes.
These are codes currently used:
1) W. . . A member who has entered our group from the website.
2) M+ digit . . . (example M8) denotes a member who is new to the database with the digit referring to the year that member joined.
3) M . . . With no digit denotes all new members before 2005.
4) Z+digit . . . (example Z7) denotes a member whose address was changed do to return mailing from the post office. Again the digit refers to the year.
A query can be written or modified to track these conditions such as “NEW from national 2008” which tests the address change field for “M8”. For example, this year 2009 can be tested by changing this to test for M9. Note: obviously these codes must be entered as membership envelopes etc. are entered.
There are many other queries available to track certain other conditions.
QRYDUES This query, which produces a mailing list for newsletters sent to paid members can also be used anytime you want to check who has currently paid.
BERKELEYGRADUATE This query can be used to list members from any school by changing the code for Berkeley (UCB-A-CA) to that of any other school.
COMMITTEEQUERY This query can be modified to list members interested in working on a certain committee by checking for a Y in that committee field.