HolyWave Ministry consists of, on average, 700 weekly attendees, and is a portion of the larger Sa-Rang Community Church consisting of over 9,000 members. Accurate and efficient information management is crucial in maintaining the day-to-day operations of the organization and I was able to research and implement new tools to address the limitations of previous systems.
ADVANCED ONLINE FORMS (JOTFORM)
As a people-based industry, churches must always be sensitive to how information can be collected and perceived by people of various backgrounds and circumstances. When faced with the limitations of the organization's previous use of - and frankly, over-reliance on - Google Forms in order to collect information, I sought to find a solution that would allow more flexibility not only in the way we collect information, but also in the way we present these forms to the end-users.
Google Forms' functions can be extended with add-ons (see Five Sixteen Films example), but still lacked the flexibility required for the organization's purposes. Upon further research, I discovered JotForm, an online form building platform that has several integrations and features, most notably the flexibility and ease-of-use of conditions.
This allowed me to create forms that addressed complex situations, where certain information has to be collected based on one or more specific conditions. In the case of our "Pastoral Counseling Request" form (screenshot below), the use of conditions allows us to get the most pertinent information about the person requesting counseling while taking into consideration what he/she may currently be experiencing in life. We are also then able to direct these submissions to the appropriate staff member who is most relevant in addressing the submitted request.
Samples of Forms (all use conditions and automated/customized emails):
Counseling Request Form (live form): https://www.holywave.org/pastoral-counseling
Personal Info Update Form (live): https://www.holywave.org/familynews
2019 Charitable Donations Statement Request Form (archived): https://form.jotform.com/193636489630166
Volunteer Recruitment Form (archived): https://form.jotform.com/holywave_srcc/magnolia2019
Connection Card for New Visitors (live): https://form.jotform.com/91407166963160
Financial Management (Excel)
Due to organization policies and limitations, the bookkeeping I manage for HolyWave as a department of Sa-Rang Community Church has to be done separately from the official QuickBooks account. Having initially adopted a rudimentary line-by-line record-keeping system done through Google Sheets, I quickly transitioned the information and system over to Microsoft Excel in order to utilize more of the advanced function and security features.
This allowed me to essentially recreate a QuickBooks-like system in which items are logged and automatically summarized in a way that conveniently presents the most typically requested data (i.e. quarterly spending, balance by department, etc.)
I also created templates for various other purposes in order to streamline financial processes. Understanding that my end-user demographic requires technologically simple solutions, I focused on the goal of creating clear, intuitive templates. I discovered that simple end-products often involve complex solutions during this process.
Summary tab of expense/income record-keeping spreadsheet. Each cell contains formulas that automatically calculate the total sum of each item by month based on its respective tab (below). Current information redacted.
Summary tab of expense/income record-keeping spreadsheet. Each cell contains formulas that automatically calculate the total sum of each item by month based on its respective tab (below). Current information redacted.
Financial plan sample. Each cell automatically calculates the running list of expenses (tab below) in accordance with the respective date range (quarters). Current information redacted.
Financial plan sample. Each cell automatically calculates the running list of expenses (tab below) in accordance with the respective date range (quarters). Current information redacted.
Sample of financial record-keeping template for small overseas travel teams (non-specialized groups of volunteers). Uses data validation to communicate specific direction on how to use the templates.
Sample of financial record-keeping template for small overseas travel teams (non-specialized groups of volunteers). Uses data validation to communicate specific direction on how to use the templates.
Sample of summary page for financial record-keeping template for small overseas travel teams (groups of non-specialized volunteers). Each cell contains formulas that automatically calculate the needed information so that all pertinent information can be easily seen at a glance.
Sample of summary page for financial record-keeping template for small overseas travel teams (groups of non-specialized volunteers). Each cell contains formulas that automatically calculate the needed information so that all pertinent information can be easily seen at a glance.
Another sample of a financial record-keeping template for volunteers to use.
Another sample of a financial record-keeping template for volunteers to use.
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