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Participant Assignments

Last post 02-08-2008, 7:52 AM by jjohnson. 6 replies.
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     10-17-2006, 10:58 AM 545

    Participant Assignments

    I would like to know how others are managing participant assignments. Are you deleting them once the event has concluded or are you leaving them as a sudo "history"?


    IT Director
    Discovery Chruch, Orlando
    bob@discoverychurch.org

     10-17-2006, 8:47 PM 551 in reply to 545

    Re: Participant Assignments

    We started using F1 in the spring of this year and I help in the student ministry.  I left the participant assignments in place for the various activities to have a quick history to see.  The only one changed was the Sunday morning student service, the students are listed by grade level so I promoted them to their next grade and in doing so the previous participant assignment was removed.

     11-06-2006, 12:03 AM 628 in reply to 545

    Re: Participant Assignments

    A good rule of thumb is "assignments are temporary, attendance is permanent". You can leave participant assignments in place but always rely on attendance for the concrete history of a person's involvement. As jaine mentioned in her post, assignments can be changed in a variety of ways, Move Assignments being one of them. Attendance is not so easily changed. It requires a manual process that must be done deliberately and thus provides a more accurate picture of the involvement history of the individual.

    Hope this helps!

    Tara Coulson

    Fellowship Technologies Education Services


    Tara Coulson
    Learning Specialist
    Fellowship Technologies

     11-11-2006, 7:28 AM 661 in reply to 628

    Re: Participant Assignments

    Are you recommending participant assignments be removed after the end of the event?  

    Also, what about staffing assignments?   We have been inactivating the staffing assignment not removing them.  What would be the advantage of removing the assignment instead of inactivating it?

    Thanks so much!

    Jaine

     11-13-2006, 1:28 PM 667 in reply to 661

    Re: Participant Assignments

    From a data standpoint, I think you are doing the right thing.  This will enable you to see a history of anyone who was ever assigned to an activity, regardless of whether or not they actually served/posted attendance.  This is useful to see who registered for events, but didn't make it or who could be scheduled to work for an activity, but never actually has.  If you make the record inactive, but the person changes their mind later, you can re-activate that record without too much trouble.

    The only big reasons I've heard for removing assignments are incorrect assignments (testing, data entry error, etc) or just having too many old assignments that aren't relevant anymore and are affecting portal usage or reports.  I still tend to argue against removing anything just because of the possible data value at a later point.  I've been in too many situations where the decision was made to not keep data and then it was realized that we actually wanted/needed that data for analysis later on.  At that point, the backups were too old to retrieve anything past a couple of months and we ended up paying a pretty large sum to have someone process the data based on what we had retained.

    In Him,

    -Peter Schott 

     12-22-2006, 11:35 AM 816 in reply to 661

    Re: Participant Assignments

    Hi Jaine,

    I'm sorry if I gave the impression that it was better to remove assignments, I was simply noting the fact that it is fairly easy for a user with ministry access to change or delete an assignment, whereas attendance was not so easily changed. I agree with Peter; keep your assignments until they are no longer relevant to the participant/staff member. You are absolutely doing the right thing by inactivating staffing assignments. This will give accurate staffing reports (if you select to filter out all "inactive" assignments) and it will be much easier to re-activate an assignment when a volunteer is able to serve again rather than having to create the staff assignment all over again.

    God bless,

    Tara


    Tara Coulson
    Learning Specialist
    Fellowship Technologies

     02-08-2008, 7:52 AM 9790 in reply to 816

    Re: Participant Assignments

    We currently are leaving our participant assignments on.  I work with our family ministry and if you want to pull a list to "call through" for camp or dnow etc...it is easy to pull a report of who has attended in the past.  So far it is data we still want to capture.

     


    Janna Johnson
    Community Life Church
    Family Ministry Assistant
    972-564-5433
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