How to Implement Community Plus

1

Run the 'Parents Sweep':

community/parent_pre_sweep_report.cfm

• No Errors found in pre-sweep report.

2

Run the 'ENR Parents Sweep':

community/enrolled_parent_pre_sweep_report.cfm

• No Errors found in pre-sweep report.

3

Run the 'Students Sweep':

community/student_pre_sweep_report.cfm

• No Errors found in pre-sweep report.

4

Run the 'ENR Students Sweep':

community/enrolled_student_pre_sweep_report.cfm

• No Errors found in pre-sweep report.

5

Run the 'Past Students Sweep':

community/past_student_pre_sweep_report.cfm

• No Errors found in pre-sweep report.

6

Run the 'Teachers Sweep':

community/teacher_pre_sweep_report.cfm

• No Errors found in pre-sweep report.

7

Run the 'Employees Sweep':

community/employee_pre_sweep_report.cfm

• No Errors found in pre-sweep report.

8

Run the 'Donors Sweep':

community/donor_pre_sweep_report.cfm

• No Errors found in pre-sweep report.

1

This program should be run with a TASS staff member.

The program is launched from link [Super User] Favourites menu > community/community_sweep.cfm

This Sweep program will do the following:

1. Create a person number for every individual.

2. Adds a Gender for each individual (if the system is unable to determine a gender for an individual, then it will assign a value of 'U' (Unknown).

3. Creates a Community Name for each individual based on their names stored in their TASS.web Entity records.

4. Assigns known interpersonal relationships in Community (i.e. Child/Parent/Sibling/Partner).

After the sweep has been run successfully, your TASS.web database will be 'Community Enabled' and all of the sweep programs are no longer relevant and will no longer operate.

The standard TASS.web Entity maintenance programs will now automatically generate and update person numbers as normal day to day processing continues. These person numbers will be visible in all of the Entity maintenance programs.

Community Plus can now be used to view or update family relationships, associations, to create mailing lists and generate mail outs.

• Community Sweep has run successfully.

1

Using the TASS.web program System Admin > Users > User Maintenance.

Or

System Admin > Users > Security Role Permissions.

You will need to log out of TASS.web and then log back in again to refresh your security permissions before continuing to Step 3.

• Complete

1

Community Plus program Setup Information under 'Address Settings'

• Complete

2

Community Plus program Setup Information under 'Associations'.

• Complete

3

Community Plus program Setup Information under 'Association Tags'.

• Complete

4

Community Plus program Setup Information under 'Note Categories'.

• Complete

5

Community Plus program Setup Information under 'Person UD Fields Setup'.

• Complete

6

Community Plus program Setup Information under 'Person Extended UD Fields Setup'.

• Complete

7

Community Plus program Setup Information under 'Relationship Tags'.

• Complete

1

Using the TASS.web program Student Admin > Past Students > Setup Information > Past Student Setup.

On the 'Past Student' tab in the 'Past Student Administration Parameters' section, the field 'Note Category for system-generated Notes' must have a category defined.

A system-generated note will be added using this Note Category when the mother or father on a new enrolled parent record is also a Past Student.

• Complete

2

Using the TASS.web program Student Admin > Past Students > Setup Information > Past Student Setup.

On the 'Past Student' tab in the 'Contact Details' section enter the contact name and email address for Past Students.

This person will receive a system-generated notification email when the mother or father on a new enrolled parent record is also a Past Student.

• Complete

3

Using the TASS.web program Finance > Fundraising > Setup Information > Fundraising Setup.

On the 'Fundraising' tab in the 'Contact Details' section enter the contact name and email address for Fundraising.

This person will receive a system-generated notification email when the mother or father on a new enrolled parent record is also a Donor.

• Complete

1

In Community Mode, deceased Parents are identified by a Flag on the Parent Record/Enrolled Parent Record.

Prior to Community being enabled, your school may have identified deceased parents in a number of different ways, e.g. UD field, Deceased text in the Parent Name field.

Update all deceased Parents using the TASS.web program Student Admin > Parent Records > Parent Information > Parents and Student Admin > Enrolments > Enrolment Information > Enrolments.

1. On the 'General' tab, set 'Deceased' to 'Yes' and click 'Save'.

   

   This field is disabled if there is an address associated with the deceased parent. You must go to the 'Address' tab and remove this address first.

   Check all other addresses and remove references to the deceased person.

2. On the 'General' tab, click the 'Edit' link beside their name and in the pop-up window re-enter their name without the 'Deceased' text.

   

   The 'Occupation' should also be nulled for deceased persons.

3. On the 'General' tab, click the ' Community ' icon beside the 'Person Number' field to view their 'person' record in Community.
   This will display all the entities linked to this person. Check the addresses on this screen. It is recommended that these addresses are updated to remove references to the deceased person.

   

   To navigate directly to an entity displayed, click on the link provided.

• Complete

1

Run data checks using Community Plus program Setup Information 'Check Community Data'.

This report will check for:

• Persons who have two identical tokens, e.g. John John.

• Family links — where a person has been attached incorrectly.

• Possible duplicate persons.

• Complete