We are a church diocese (a geographical grouping of churches) overseeing 45 church congregations and about 120 individual ordained clergy personnel and a similar number of individual lay church leaders within the 45 churches.
We have created three bases representing the three areas of data management: 1) The Office of the Bishop or Diocese is the top level 2) the second base is Churches where all 45 congregations information is managed and 3) Clergy.where we track the 120+ individual clergy personnel. All of those three bases were created from Excel spreadsheets where we once tracked this information.
We need someone who can help us to:
Manage the three bases and link data within the bases to eliminate duplication of effort when records are updated. For example, an individual clergy person updates his/her record in the Clergy base, but he/she is also attached to one of the 45 churches in the Church base and he/she may also serve on one of several committees operating in the Diocese base.
Moving records from one base to another without loosing other linked relationships. Example: we have a table set up where we track individuals in the ordination training process (OPT). Once they have been ordained by the Bishop, they need to move from the OPT table to the table where all of the other ordained clergy data is maintained. What complicated this beyond just copy and paste is that much of the data collected in the OPT table does not need to move…it can stay in the table for future reference if needed.
3.How to send forms with existing data to existing church/congregations and clergy to be updated periodically. We have seen how to create forms, but we need to have the individual churches and clergy update their own information periodically. We want to be able to send them a form with the current data already filled in and ask them to review and update any fields that need to be changed.
We are willing to pay a reasonable amount to help us optimize our existing bases and/or advise us if there may be a better way to organize our data to accomplish what we are trying to do.
Please contact me at:
Harris G. Willman
Gulf Atlantic Diocese
4815-200 Executive Park Ct. Ste. 201
Jacksonville, FL 32216
Phone: (904) 465-7901