Impact Roster User Guide

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Impact Roster

User Guide

Version 3

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Impact Roster ... 1

Getting Started ... 5

What is the Impact Roster? ... 5

Where to Start ... 5

Logging in ... 5

User Access Roles ... 5

Navigation Bar – Section Descriptions ... 6

Impact Roster ... 6

Dashboard ... 6

Leadership ... 6

Stats ... 6

Group Types ... 6

Map ... 6

Zip Code Search ... 7

Functions - Come to this section to perform these actions ... 7

Zip Code Search Criteria ... 7

Search Results ... 7

People ... 8

Required Information ... 8

Person Fields and Descriptions ... 8

Schools ... 11

School Fields and Descriptions... 11

Groups ... 13

Group Fields and Descriptions ... 13

Areas ... 16

National Regions ... 16

States ... 16

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Regions ... 16

Areas ... 16

Reports ... 17

One-button Reports ... 17

People Reports ... 17

School Reports ... 19

Group Reports ... 21

Basic Functions ... 24

Zip Code Search ... 24

People Functions ... 24

Search for a Person ... 24

Add a New Person ... 25

Update a Person’s Contact Information ... 25

Update a Person’s Related Group Information... 25

Delete a Person ... 26

Change a Person Code ... 26

School Functions ... 27

Search for a School ... 27

Add a New School that exists in NCES ... 27

Add a New School that is not in NCES ... 27

Update a School’s Information ... 28

Update a School’s Related Group Information ... 28

Remove a Closed School – Mark School as Inactive ... 29

Delete a School ... 29

Group Functions... 30

Search for a Group ... 30

Add a New Group ... 30

Add a Location Override ... 31

Edit a Group’s General Information ... 31

Edit a Group’s Primary or Potential Leader ... 31

Edit a Group’s Secondary Leaders ... 32

Edit a Group’s Schools ... 33

Delete a Group ... 33

Remove a Location Override ... 33

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Add a Coordinator or State team member ... 34

Remove a Coordinator or State team member ... 34

Place a School in an Area ... 34

Redefine Regions or Areas ... 34

General Navigation ... 35

Inactivity... 35

Buttons ... 35

Links ... 35

Impact Roster Help Resources ... 36

Hover Helps ... 36

Impact Roster Help Webpage ... 36

Training Videos ... 36

Release Notes ... 36

Support Contacts (e.g. Leadership, Roster Managers, Roster Manager Assistants) ... 36

Appendix A: Impact Roster Glossary ... 37

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Getting Started

What is the Impact Roster?

The Impact Roster is a tool for Moms in Prayer (MIP) USA leadership to help connect praying moms together and grow groups across the USA.

Where to Start

If you are new to the Impact Roster, a good place to start is with the Overview Training Video.

This User Guide along with the specific section Training Videos section will provide you with an in-depth understanding of the Impact Roster. The training videos can be found on the Impact Roster Help webpage and the Moms in Prayer website’s backend.

Logging in

The Impact Roster is a web application that can be accessed remotely through a web browser.

You access the Impact Roster in one of two ways:

Method 1: Go to the Moms in Prayer website at www.MomsInPrayer.org o Scroll to the bottom of the home page

o Click ‘Staff Login’

o Click ‘Go To The USA Impact Roster Login’

▪ This will take you to the Impact Roster login page o Use your assigned email and password to log in

Method 2: Go to https://impactroster.momsinprayer.org

o Use your assigned email and password to log in

User Access Roles

User Role Access Who

Viewer Ability to:

• View all content

• Search all content

• Run zip code searches

• Run and download reports

Regional Coordinators Group Information Assistants

Editor Same functions as 'Viewer’ plus the ability to:

• Add/Change/Delete content in the People, Schools and Groups sections

• Add/Remove leadership and state team members in the Areas section (e.g. area coordinators, roster managers)

• Add/Remove a school in the Areas section

USA Country Coordinator Division Coordinators State Coordinators Roster Managers

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Navigation Bar – Section Descriptions

Impact Roster

The Impact Roster tab takes you to the interactive Select State map, where you can choose a different state.

You can choose your desired state using one of two methods:

Method 1: Using the interactive map – click on state and click ‘Go’

Method 2: Using the drop-down menu – select state and click ‘Go’

Dashboard

The Impact Roster gives a single state view into the state’s people, schools and groups. The dashboard provides a quick overview of the state.

Leadership – a list of leadership over the state Stats – list of common statistics for the state

• Total Schools = Number of active K-12 schools. Includes public and private schools.

• Total Schools with a Group = Number of K-12 schools that have one or more groups covering it in prayer

• Total Groups = Number of groups in the state. This does not include potential groups since they are not yet a group.

• Total Primary Leaders = Number of primary leaders

• Total Secondary Leaders = Number of secondary leaders

• Total Potential Leaders = Number of potential leaders

• Young Mom Group Indicator = A quantifiable number to help identify young moms. The indicator is defined as the number of School groups that pray for a school with a 2^nd grade.

Group Types – pie chart diagraming the breakdown of group types in the state

• Group types are displayed as percentages

• Hover or click on the pie chart section to see the number of groups within that group type

• A group type is not displayed if the number of groups with that group type is zero Map – the state’s region map

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Zip Code Search

This section provides a zip code search function to quickly locate groups within a selected proximity. This function searches the entire USA and identifies the associated Area and Area Coordinator (AC) or Regional Coordinator (RC) for the entered zip code.

Functions - Come to this section to perform these actions

• Find groups near a Group Information Form (GIF) submission

• Identify the area, AC and RC covering the zip code

• Find the zip code’s general geographic location (e.g. State, nearby city)

Zip Code Search Criteria

Field Description Values

Zip Code (required)

5-digit zip code

Group Type Refer to The Moms in Prayer Booklet for group type

definitions

Church-based College/Career Grandmothers Homeschool Language-based Military

Preschool Prison Prodigals School

Special Needs Working Moms Proximity

(required)

The distance radius from the Zip Code to search for groups

3 Mile (default), 5 Mile, 10 Mile, 15 Mile, 20 Mile, 30 Mile, 40 Mile, 50 Mile

Search Results

• Leadership – The Area Coordinator (AC) and Regional Coordinator (RC), including their email address, who cover the zip code.

• Area – The area in which the zip code belongs

• Map – Provides a general geographic location of the zip code and groups

o Map markers are used to identify cluster of groups. Refer to the map marker legend below the map.

o The red circle overlay represents the proximity of the search

• Group table – list of groups that match the entered search criteria

o Results are listed by the Distance from the zip code (closest to furthest) o Potential Leaders are identified by ‘(P)’ appended to the leader’s name o From the results list, you are able to go to the leader’s or group’s information

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People

This is the section to search for a person who lives in the state. This includes moms who are designated as leaders, potentials, members, not involved and inquiring.

• Add a new person

• Change a person’s contact information

• See a person’s related groups

• Add a related group to the person

• Delete a person from the Moms in Prayer database

Required Information

This is the minimum contact information needed to add a person.

• Person Code

• First and Last Name

• Email (preferable) or Home/Mobile Phone

• Address1

• City

• State

• Zip Code Exceptions:

• A Member or Not involved person may have neither an email nor a home/mobile phone. This is only allowed for a legacy person. When adding a new person, an email or home/mobile phone is required.

• An Inquiring person is a new mom who inquired about group information and was not previously in the MIP database. This mom may have attended an event or submitted a Group Information Form (GIF). In these cases, [no address] and [no city] are valid entries.

Person Fields and Descriptions

Account # A person’s unique id System assigned Created Date the person was added System assigned Updated Date when the person’s

record was last saved

System assigned

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Person Code (required)

Indicates a person’s group involvement

A person has only one

designation, the highest level.

When adding a new person, select Member or Not

involved. Leader and Potential are set by the system when a person is related to a group.

CODE Leader (L) = either a primary or secondary group leader. Set by the system.

CODE Potential (P) = prayerfully waiting for a group to form. She may be a potential leader or the first member of a potential group and she is actively praying for God to send moms her way. Set by the system.

CODE Member (M) = a mom that attends a group

CODE Not involved (N) = a mom who is no longer in a group or not active

CODE Inquiring (I) = a new mom who inquired about group information and was not previously in the MIP database. This mom may have attended an event or submitted a Group Information Form (GIF).

First Name Last Name (required)

Name

Email

(required but not mandatory)

Primary email address Either email or phone is needed for communication

Format: user@gmail.com

A legacy person may have a blank email and blank phone number.

Home Phone Mobile Phone

Phone numbers

Either email or phone is needed for communication

Format: (xxx) xxx-xxxx Example: (123) 456-7890

A legacy person may have a blank email and blank phone number.

Address Line1 (required)

Primary mailing address Follow USPS address formatting [no address] is a valid value for:

• a ‘CODE Inquiring’ person

• a ‘CODE Member’ or ‘CODE Not involved’ person, who has moved and does not have a forwarding address

Address Line 2 Address Line 3

Additional mailing address lines

City (required)

City [no city] is a valid value only for a ‘CODE Inquiring’ person

State (required)

State

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5-digit Zip Code Plus, optional 4-digit extension

Format: xxxxx-xxxx Example: 12345-2222

Notes Significant notes

• Visible to all users

• Examples: Delete criteria, secondary phone number

Use only short concise bullet points

Checkbox - Request Headquarters To Delete

A delete request removes a person and all her contact information from the Moms in Prayer database. Therefore, she will no longer receive any Moms in Prayer emails or mailings.

Criteria for deletion:

• Person requests to be removed from MIP database and does not want to receive any MIP communications (email or mail)

• Duplicate record

• Deceased

Include criteria in Notes to help HQ process the request.

Checked = Delete the person from the Moms in Prayer database

Unchecked = Do not delete the person from the Moms in Prayer database

All related groups must be removed before this checkbox can be saved.

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Schools

This is the section to search for a K-12 school in the state. Both active and inactive schools can be found, as well as public and private schools.

Moms in Prayer uses the National Center of Education Statistics (NCES) as its standard for K-12 schools, including public and private schools. The NCES is a part of the U.S. Department of Education.

Colleges and preschools are not included in this section but can be listed in the group record.

• Add a new K-12 school

• Change a school’s information

• See a school’s related groups

• Add a related group to the school

• Remove a closed school / Mark a school as inactive Required Information

Minimum required information to enter a new school.

• School Name

• NCES ID

• State

• District

• School County

School Fields and Descriptions

ID A school’s unique id System assigned

Leadership List of leadership covering the school

System populated

Area Assigned area Refer to Areas Functions to place a

school in an area School Name

(required)

NCES School Name In NCES, enter the exact NCES School Name.

Not in NCES, enter a School Name NCES ID

(required)

NCES unique ID NCES Public school: 12-digit string NCES Private school: variable string Not in NCES, temporary number:

• T<state initials>xxxx

• Example: TNY0001 Address Line1

Address Line 2

Physical address of the school Follow USPS address formatting

City City

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State (required)

State System populated: Set to current

state Zip Code 5-digit Zip Code

Plus, optional 4-digit extension

Format: xxxxx-xxxx Example: 12345-2222 Phone Phone number of the school

School Notes Significant notes

• Examples: school closed, name different from NCES

Grade Level Start Grade Level End

Grade level(s) of the school N = unknown

PK = Pre-Kindergarten K = Kindergarten 1-12 = 1^st to 12^th grade District

(required)

School district in which the school belongs

Private schools do not have a district

For public school = NCES district For private school,

1. Select ‘_No District (Private School <state initials>)’

2. Check Private School County

(required)

County in which the school belongs

Checkbox – Private

Designates whether the school is a private school.

Checked = private school Unchecked = public school If checked, be sure to select ‘_No District (Private School <state initials>)’ in the District field.

Checkbox - Active

Designates whether the school is active or inactive.

Examples of schools to mark as Inactive:

• Closed school

• School without a K-12 grade

• Preschool without a Kindergarten program

• Juvenile detention center

• Adult/community programs

• Childcare/Daycare

• Prison, drug rehab centers

Inactive schools are not included in reports, areas or stats, but will still be found in searches in case they need to be reactivated.

Checked = Active, K-12 school Unchecked = Inactive, does not have a K-12 grade or is closed

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Groups

This is the section to search for a group in the state. Group specific information includes primary group type, primary/potential leaders, secondary leaders, covered schools, etc.

• Add a new group

• Change a group’s information

• See a group by group type, area, school or leader

• Delete a group Required Information

Minimum required information to enter a new group.

• Group Type

• Primary or Potential Leader

• Group Area

• Group County

Group Fields and Descriptions

ID A group’s unique id System assigned

Created Date the group was added System assigned Primary Group

Type (required)

The primary group type as defined by the group.

College/Career - For the purposes of the Impact Roster, college and career groups are grouped together. If a group is truly only career or truly only college, use the Group Notes to specify this.

Church-based College/Career Grandmothers Homeschool Language-based Military

Preschool Prison Prodigals School

Special Needs Working Moms Language Spoken language used in a

Language-based group If Other is selected, use the Group Notes to list the language.

Chinese, English, Korean, Russian, Spanish, Other

Last Roster Update Year

School year that the group’s information was last confirmed and updated

School year (e.g. 2017-18)

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Group Notes Significant notes

• Examples: secondary group types, Other language

Primary Leader The group’s main contact person.

She will be the group’s single point of contact for Group Information Forms and Moms in Prayer communications.

Each group has 1 primary leader

A person in the Impact Roster database

Potential Leader This mom is prayerfully waiting for a group to form.

She may be a potential leader or the first member of a potential group.

She is actively praying for God to send moms her way.

Secondary Leader(s)

Co-leaders

A group can have more than one secondary leader if desired.

Group Area (required)

Group Area based on

Primary/Potential Leader’s zip code or Location Override zip code

System populated

Area Coordinator Area Coordinator over the Group’s Area

System populated

Group County (required)

The group’s county Initially system populated, but can be overridden and manually selected, if needed.

K-12 Schools K-12 school(s) prayed for by the group

A K-12 school in the Impact Roster database

Colleges College(s) prayed for by the group

Comma separate colleges if more than one

Preschool Name of preschool without a kindergarten program and is prayed for by the group

Comma separate preschools if more than one

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Location Override:

Checkbox – Provide Group with Its Own Location

A group’s location is based on the Primary Leader’s or Potential Leader’s zip code.

A group location override is allowed if one of the following criteria applies:

• Group meets at a church

• Zip code override – Primary Leader’s zip code does not represent where the group meets (for example, group meets 30 miles from Primary Leader’s zip code)

• Group meets in a different state than the Primary Leader’s zip code

To remove a Location Override, clear all the fields and uncheck.

Checked = The group meets one of the criteria for its own location. When checked additional Location Override fields are available.

Unchecked = No group location is needed. In other words, the primary or potential leader’s zip code

represents the proximity of where the group meets.

Church Name Church name of Church-based group

Address Line1 Address Line 2

Physical address Follow USPS address formatting

City City

State (required)

State

5-digit Zip Code of group location

Plus, optional 4-digit extension

Format: xxxxx-xxxx Example: 12345-2222

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Areas

This section describes and defines the National Regions, States, Regions and Areas.

Associated leadership coordinators and state team members (roster managers and group information assistants) are assigned here. These leadership areas are essential in growing leaders and groups.

National Regions

• A specific division of the USA, made up of States

• Each National Region has a Division Coordinator (DC) States

• USA state, made up of Regions

• Each state has a State Coordinator (SC) and Roster Manager (RM) Regions

• A specific region of a USA state, made up of Areas.

• Regions are generally defined by counties.

• Each region has either a Regional Coordinator (RC) or Group Information Assistant (GIA). A region does not have both.

Areas

• A certain area within a region of a USA state

• Areas are typically defined by school district(s) and have associated zip codes

• Each area has an Area Coordinator (AC)

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Reports

This section includes often requested and frequently used reports. Excel and PDF output are provided. Select Excel if you desire to further refine your report. Select PDF for an easily printable report.

The ‘All…’ Excel reports include all fields in the People, School and Group categories, as well as a subset of related information. Modify and use them to create custom reports.

People, School and Group reports provide options to narrow or filter the reports for your needs.

Use the drop down menus to choose desired filters. If no filter is chosen, then it defaults to All.

One-button Reports

• One-button reports with predefined output.

Report Name Format Description Leadership Chart PDF PDF

only

An up-to-date overview of state leadership including: total schools, total schools covered, total groups, regions map and leadership per regions and areas.

State Regions Map PDF

PDF only

State regions map only. For your convenience and easy reference.

State Leadership Excel only

Contact information of the state’s leadership, GIAs and RMs.

State of the State Excel only

Specific monthly state stats for leadership reports

GIF Report Excel

only

Available to Editors only. Number of GIFs submitted by month and by state.

People Reports

Report Name Format Description

All People Excel

only

A full roster report for the state. Includes all person codes:

Leader, Potential, Member, Not involved, Inquiring No filters

Included columns by category (not in order):

Person contact info – First Name, Last Name, Address, City, State, Zip, Email, Home Phone, Mobile Phone Additional Person record info – Person Code, Notes, Created, Updated, Account #

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People

(uses person’s zip)

Excel PDF

Use this report to output a list of persons by Person Code and/or by Area (which is determined by the person’s zip).

Filter 1: Inquiring, Leader, Member, Not Involved, Potential

Filter 2: Area(s)

Filters – Person Code, Area (determined by person’s zip) Person contact info – First Name, Last Name, Address, City, State, Zip, Email, Home Phone, Mobile Phone Additional Person record info – Person Code, Created, Updated, Account #

Group Leaders (by group’s Area) (by group’s Region) (by group’s County)

Excel PDF

Use these reports to output a list of leaders with a group in in a specific Area or Region or County. The list can also be further filtered by type of leader.

Filter 1: Potential Leader, Primary Leader, Secondary Leader

Filter 2: Area(s) or Region(s) or County(s) Included columns by category (not in order):

Filters – Area or Region or County, Leader Type Group Leader contact info – FirstName, LastName, Address, City, State, ZipCode, Email, Home Phone, Mobile Phone

Additional Group record info – Group Created, Group Type, Schools

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School Reports

All Schools Excel

only

All active schools in the state. It includes both public and private schools.

No filters

School record info – School, Address, AddressLine2, City, State, Zip, NCESID, Area, District, County, Grade Level Start, Grade Level End

Group record info – Group Type, Group Area Group Leader info – Group Leader, Email, Home Phone, Mobile Phone

USA Leadership info – AC, AC Email, RC, RC Email Schools by Areas

by Regions by Counties

Excel PDF

Use these reports to output a list of active schools in a specific Area or Region or County. It will include both public and private schools. The list can also be further filtered by Uncovered or Covered.

Filter 1: All Schools, Uncovered, Covered Filter 2: Area(s) or Region(s) or County(s) Included columns by category (not in order):

Filters – Area or Region or County

School record info – School, Address, AddressLine2, City, State, Zip, District, Grade Level Start, Grade Level End

USA Leadership info – AC, AC Email, RC, RC Email

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Public Schools by Districts

Excel PDF

Use this report to output a list of active schools in a specific School District.

Filter 1: All Schools, Uncovered, Covered Filter 2: School district(s)

Filters – District

School record info – School, Address, AddressLine2, City, State, Zip, NCESID, Area, County, Grade Level Start, Grade Level End

USA Leadership info – AC, AC Email, RC, RC Email All Private Schools Excel

PDF

Use this report to output a list of active private schools in the state.

Filter 1: All Schools, Uncovered, Covered Included columns by category (not in order):

School record info – School, Address, AddressLine2, City, State, Zip, Area, County, Grade Level Start, Grade Level End

USA Leadership info – AC, AC Email, RC, RC Email

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Group Reports

All Groups Excel

only

All groups in the state.

No filters

Group record info – Group Type, Group Area, Group County, Group Created Date, Last Roster Update Year, Group Language, Group ID, Group Notes

Group Leader info – Contact Type, First Name, Last Name, Address, City, State, Zip, Email, Home Phone, Mobile Phone, Secondary Leader(s)

School info – School Name(s), Colleges, Preschool USA Leadership info – AC First Name, AC Last Name, AC Email, RC First Name, RC Last Name, RC Email Location Override – Church Name, Override Address 1, Override Address 2, Override City, Override State, Override Zip

All Groups w/o AC/RC Excel only

A list of groups in the state that have neither an AC nor an RC. These are groups without local leadership.

No filters

Group record info – Area, Group Type, Group County, Group Created Date, Group Language

Group Leader info – Contact Type, First Name, Last Name, City, State, Zip, Email, Home Phone, Mobile Phone, Has secondary leaders?

School info – School Name(s)

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Groups by Areas by Regions by Counties

Excel PDF

Use these reports to output a list of groups in a specific Area or Region or County. The list can also be further filtered by Group Type.

Filter 1: Group Types

Filter 2: Area(s) or Region(s) or County(s) Included columns by category (not in order):

Filters – Area or Region or County, Group Type Group record info – Group Created Date, Group Language

USA Leadership info – AC First Name, AC Last Name, AC Email, RC First Name, RC Last Name, RC Email Groups by Language Excel

PDF

Use this report to list groups by language in the state.

Note that English is included in the Language menu, so English groups will be included in the list unless

deselected.

Filter 1: Language Filter 2: State(s)

Filters – Language

Group record info – Group Type, Group Area, Group County, Group Created Date

USA Leadership info – AC First Name, AC Last Name, AC Email, RC First Name, RC Last Name, RC Email

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AC Roster by Area Excel PDF

Use this group report for an AC roster. It includes pertinent group information for leadership. It can be further filtered by Last Roster Update Year.

Filter 1: Last Roster Update Year Filter 2: Areas

Filters – Area, Last Roster Update Year

Group record info – Group Type, Group Created Date, Group Language, Group Notes

Group Leader info – Contact Type, First Name, Last Name, Address, City, State, Zip, Email, Home Phone, Mobile Phone, Secondary Leader(s)

School info – School Name(s), Colleges, Preschool USA Leadership info – AC First Name, AC Last Name, AC Email, RC First Name, RC Last Name, RC Email Location Override info – Church Name, Override Zip

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Basic Functions

Zip Code Search

1. Enter a 5-digit zip code anywhere in the USA

2. Optionally, choose a group type and/or select a different proximity 3. Click ‘Search’

From the search results, the following actions are available:

• For more group details, click ‘Details…’

• For more person details, click on the leader’s name

• For ACs near the entered zip code, click ‘Find ACs Outside This Zip Code’

• If no group is found, then adjust your search criteria and try again.

People Functions

Search for a Person

The people search function finds a person(s), who live in the state and meet the search criteria.

The search is not case-sensitive. To start the search, either click ‘Search’ or hit the Enter key.

Enter any of the following criteria:

• Exact or partial First Name (e.g. Jane or jan)

• Exact or partial Last Name (e.g. smith or smit)

• Exact First Name with exact or partial Last Name (e.g. jane smith or jane s)

• Exact or partial Email Address

• Account Number Results:

• A list of person(s) that meet the search criteria and their basic contact information.

o For more person details, click ‘Details…’

• If no person is found, then there are two options:

1. Adjust your search criteria and try again

2. Search the entire USA by clicking the ‘Search USA’ button

• Note for split states: This function searches and returns results from the entire state (CA and TX), not just the split state (NTX, STX, NoCA or SoCA).

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Add a New Person

1. Check that the person is not already in the database

To prevent a duplicate, go to People Search and thoroughly search to make sure the person does not already exist in the database.

2. Gather required contact information

• Person Code (select Member or Not Involved; Leader or Potential are set by system)

• First and Last Name

• Email or Home Phone/Mobile Phone

• Address, City, State, Zip Code

Please request any missing information before proceeding to the next step.

3. Add new person

a. You have checked that this person does not already exist in the database b. Click ‘Add Person’

c. Enter contact information (Refer to Person Fields and Descriptions for field details) d. Click ‘Save’

Update a Person’s Contact Information

A person’s contact information has changed and needs updating.

1. Find the person using the People Search, click on ‘Details…’

2. Make the desired changes (Refer to Person Fields and Descriptions for field details) 3. Click ‘Save’

Update a Person’s Related Group Information

A Primary, Potential or Secondary leader’s group information needs updating.

2. Scroll to the bottom of the Add/Edit Person form to find her Related Groups 3. Click ‘Details…’ to make changes to the group information

4. Refer to the Group Functions for editing a group A person is a Primary or Potential leader of a new group.

2. Scroll to the bottom of the Add/Edit Person form to the Related Groups section.

3. Click the desired ‘Add Group…’ button to add a new group 4. Refer to Group Functions for adding a new group

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Delete a Person

A delete request removes a person and all her contact information from the Moms in Prayer database. Therefore, she will no longer receive any Moms in Prayer emails or mailings.

2. Scroll to the bottom of the Add/Edit Person form and make sure she does not have any Related Groups

a. If the person has related groups, then remove her from the group(s) before proceeding to the next step. (Refer to Group Functions to accomplish this) 3. If the person does not have any related groups, then

a. In Notes, add a brief reason for the deletion b. Simply check ‘Request Headquarters To Delete’

c. Click Save

i. The person will no longer appear in the Impact Roster.

ii. Headquarters will complete the deletion.

Change a Person Code Leader and Potential:

• These are set by the system when a person has a related group.

• These codes cannot be changed manually.

• For example, if you change a Leader to Member and click Save, the person’s record will still display Leader.

Member, Not Involved, Inquiring:

• These codes can be changed manually.

• For example, a Member can be changed to Not Involved.

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School Functions

Search for a School

The school search function finds K-12 school(s), including public and private, which meet the search criteria. The search is not case-sensitive. To start the search, either click ‘Search’ or hit the Enter key. Both active and inactive schools are returned.

Enter any of the following criteria:

• Exact or partial School Name (e.g. WESTVIEW HIGH or WESTVIEW or VIEW)

• School District (e.g. POWAY UNIFIED)

• With or without punctuation (e.g. MT. CARMEL or MT CARMEL)

• Exact or partial NCES ID (e.g. 463606001085 or TTX0) Results:

• A list of school(s) that meet the search criteria.

o For more school details, click ‘Details…’

• If no school is found, adjust your search criteria and try again.

• Note for split states: This function searches and returns results from the entire state (CA and TX), not just the split state (NTX, STX, NoCA or SoCA).

Add a New School that exists in NCES

1. Check that the school is not already in the database

To prevent a duplicate, go to School Search and search to make sure the school does not already exist in the database.

2. Gather all NCES school information

Use the National Center of Education Statistics search tools at

https://nces.ed.gov/datatools/ to find and gather the NCES school information.

3. Add the NCES school

a. You have checked that this school does not already exist in the database b. Click ‘Add School’

c. Enter the NCES school information (Refer to Schools Fields and Descriptions for field details)

d. If adding a private school:

i. For District, select ‘_No District (Private School <state initials>)’

ii. Check ‘Private’

e. Check ‘Active’

f. Click ‘Save’

4. Place the NCES school in an area

a. Refer to Areas Functions for placing a school in an area Add a New School that is not in NCES

1. You have checked that the school is not in the NCES database

Use the NCES search tools at https://nces.ed.gov/datatools/ to make sure.

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• School Name

• NCES ID = a temporary number will be used for this required field Temporary Number format:

o 7 character string (letters and numbers)

o Begins with letter T, followed by state initials, and finally a 4-digit number starting with 0001.

o For split states, the state abbreviation is the entire state o Examples

▪ Michigan temporary number = TMI0001

▪ South Texas temporary number = TTX0123

• State

• District

• School County

3. Add the Temporary Number school

a. You have checked that this school does not already exist in the database b. Click ‘Add School’

c. Enter, at minimum, the required school information (Refer to Schools Fields and Descriptions for field details)

i. Use a Temporary Number for the NCES ID d. If adding a private school:

i. For District, select ‘_No District (Private School <state initials>)’

ii. Check ‘Private’

e. Check ‘Active’

f. Click ‘Save’

4. Place the Temporary Number school in an area

a. Refer to Areas Functions for placing a school in an area Update a School’s Information

A K-12 school’s information needs updating.

1. Find the school using the School Search, click on ‘Details…’

2. Make the desired changes (Refer to School Fields and Descriptions for field details) a. Do not make changes to an NCES School Name. It must remain as is.

3. Click ‘Save’

Update a School’s Related Group Information A school’s group information needs updating.

2. Scroll to the bottom of the Add/Edit School form to find the Related Groups 3. Click ‘Details…’ to make changes to the group information

4. Refer to the Group Functions for editing a group A school has a new group praying for it.

2. Scroll to the bottom of the Add/Edit School form to the Related Groups section 3. Click the ‘Add Group…’ button to add a new group

4. Refer to Group Functions for adding a new group

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Remove a Closed School – Mark School as Inactive

To remove a closed NCES school or a Temporary Number school, it is marked inactive and automatically removed from its area. Other examples of schools to mark as inactive:

• School without a K-12 grade

• Preschool without a Kindergarten program

• Juvenile detention center

• Adult/community programs

• Childcare/Daycare

• Prison, drug rehab centers

Inactive schools are not included in reports, areas or stats, but will still be found in searches in case they need to be reactivated.

2. Scroll to the bottom of the Add/Edit School form and make sure it does not have any Related Groups

a. If the school has related groups, then remove the school from the group(s) before proceeding to the next step. (Refer to Group Functions to accomplish this)

3. If the school does not have any related groups, then a. Simply uncheck ‘Active’

b. Click Save

i. The inactive school will no longer be included in reports, areas or stats.

Delete a School

This is the same as ‘Remove a Closed School’ above. Mark the school inactive and include a Note explaining the deletion.

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Group Functions

Search for a Group

The group search function finds group(s) that meet the search criteria. The search is not case- sensitive. To start the search, either click ‘Search’ or hit the Enter key.

Enter one or all of the following criteria:

• Group Type – select the primary group type by using the provided drop down menu

• Areas – select one or more areas by using the provided drop down menu

• School – enter a school name

o Exact or partial School Name (e.g. WESTVIEW HIGH or WESTVIEW or VIEW) o With or without punctuation (e.g. MT. CARMEL or MT CARMEL)

o Public or private

• Leader – enter either a primary or potential leader’s name o Exact or partial First Name (e.g. Jane or jan) o Exact or partial Last Name (e.g. smith or smit)

o Exact First Name with exact or partial Last Name (e.g. jane smith or jane s) Results:

• A list of group(s) that meet the search criteria.

o For more group details, click ‘Details…’

• If no group is found, adjust your search criteria and try again.

• Note for split states: This function searches and returns results from the split state only (NTX, STX, NoCA or SoCA), not the entire state (CA and TX).

Add a New Group

1. Check that the group is not already in the database

To prevent a duplicate, go to the Group Search function and thoroughly search to make sure the group does not already exist in the database.

2. Gather required group information

• Primary Group Type

• Primary Leader or Potential Leader

• Group Area – system populated

• Group County – system populated but can be changed

Please request any missing information before proceeding to the next step.

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3. Add new group

a. You have checked that this group does not already exist in the database b. Click ‘Add Group’

c. Enter group information (Refer to Group Fields and Descriptions for field details) d. Using the ‘Search For a Leader’ pop-up window

i. Enter the leader’s name and pause. The search automatically begins without a keystroke.

ii. ‘Select’ the leader from the search results. If the leader is not listed,

▪ Adjust your search criteria

▪ Choose a different state by checking the box and selecting a state

▪ Use People Search to make sure the leader is in the database iii. To cancel the leader search window, click the square box at the top right.

e. Using the ‘Search For a School’ pop-up window

i. Enter the school’s name and pause. The search automatically begins without a keystroke.

ii. ‘Select’ the school from the search results. If the school is not listed,

▪ Adjust your search criteria

▪ Choose a different state by checking the box and selected a state

▪ Use School Search to make sure the school is in the database f. Click ‘Save’

Add a Location Override

A group’s location is based on the Primary Leader’s or Potential Leader’s zip code. Adding a group location overrides this schema and is allowed only if one of the following criteria applies:

• Group meets at a church

• Zip code override

o Primary Leader’s zip code does not represent where the group meets (for example, group meets 30 miles from Primary Leader’s zip code)

o Group meets in a different state than the Primary Leader’s zip code If the group fulfills one of the allowed criteria, proceed with the following steps:

1. Check ‘Provide Group With Its Own Location’

a. Additional location override fields are provided 2. Enter the required State and Zip Code fields

3. Enter any other optional field information 4. Click ‘Save’

Edit a Group’s General Information

A group’s general information has changed and needs updating. General information includes, Primary Group Type, Language, Last Roster Update Year and Group Notes.

1. Find the group using the Group Search, click on ‘Details…’

2. Make the desired changes (Refer to Group Fields and Descriptions for field details) 3. Click ‘Save’

Edit a Group’s Primary or Potential Leader Change the Primary Leader

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2. Click Primary Leader ‘Change…’ button

3. Using the ‘Search For a Leader’ pop-up window

a. Enter the new leader’s name and pause. The search automatically begins without a keystroke.

b. ‘Select’ the leader from the search results

c. To cancel the leader search window, click the square box at the top right.

4. Click ‘Save’

Change the Potential Leader

2. Click Potential Leader ‘Change…’ button

4. Click ‘Save’

Change the Potential Leader to a Primary Leader

In other words, this potential leader has another mom to pray with.

2. Click Primary Leader ‘Select…’ button

b. ‘Select’ the leader from the search results. Notice this removes the Potential Leader.

4. Click ‘Save’

Change the Primary Leader to a Potential Leader

In other words, this group has disbanded but the leader desires to be a potential leader.

2. Delete the group by clicking the ‘Delete’ button

3. Add a new group with this mom as Potential Leader (Refer to Add a New Group function)

Edit a Group’s Secondary Leaders Add a Secondary Leader

2. Click Secondary Leader ‘Add…’ button

4. Add another secondary leader if desired.

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5. Click ‘Save’

Remove a Secondary Leader

1. Click ‘[remove]’ next to the secondary leader 2. Click ‘Save’

Edit a Group’s Schools Add a School

2. Click K-12 Schools ‘Add…’ button

3. Use the ‘Search For a School’ pop-up window

a. Enter the new school’s name and pause. The search automatically begins without a keystroke.

b. ‘Select’ the school from the search results

c. To cancel the school search window, click the square box at the top right.

4. Add another K-12 school if desired.

5. Click ‘Save’

** For Colleges and Preschool, enter the names into the corresponding text fields. Use commas to separate if more than one.

Remove a School

1. Click ‘[remove]’ next to the school 2. Click ‘Save’

Delete a Group

2. Delete the group by clicking the ‘Delete’ button and confirm a. The group will no longer appear in the Impact Roster b. This function cannot be undone

Remove a Location Override

1. Scroll to the Location Override section at the bottom 2. Clear fields, in particular the State and Zip Code fields 3. Uncheck ‘Provide Group With Its Own Location’

4. Click ‘Save’

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Areas Functions

Changes in this section are directed by the Division Coordinator or State Coordinator.

Add a Coordinator or State team member

1. Click the related geographic division of the coordinator or state team member (National Regions, States, Regions, Areas)

2. From the List, click on the specific division 3. Click ‘Add Coordinator’

4. Use the ‘Search for a Leader’ pop-up window

a. Enter the leader’s name and pause. The search automatically begins without keystroke initiation.

i. In Regions, a region can have either a Regional Coordinator or Group Information Assistant, but not both. Use the drop down menu to designate which one is being added.

b. ‘Select’ the person from the search results

c. To cancel the leader search window, click the square box at the top right Remove a Coordinator or State team member

1. Click the related geographic division of the coordinator or state team member (National Regions, States, Regions, Areas)

2. From the List, click on the specific division

3. Click ‘Remove <coordinator or state team member>’

4. If you are sure, click ‘OK’

Place a School in an Area

1. Determine the school’s area

a. If a public school, assign it to the same area as other schools in the same district b. If a private school, enter the school’s zip code into the Zip Code Search to find

the area

2. Click Areas on the division bar

3. From the Areas List, click on ‘Details…’ of the desired area 4. Click ‘Add Schools’ button

5. Using the ‘Search For Schools’ pop-up window

a. Enter the school’s name or district and pause. The search automatically begins without keystroke initiation.

b. Check the box to select the school(s) to add to the area c. Click ‘Add Selected’ button

Redefine Regions or Areas

Changes are initiated by the Division Coordinator or State Coordinator and completed at Headquarters. With the added complexity of zip code functionality, regions and areas are changed only if necessary and approved for change. Factors that are considered:

• Leadership in place

• Non-navigable geographic constraints (e.g. lake, mountain, etc.)

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General Navigation

Inactivity

For security, after approximately 60 minutes of inactivity, you will be asked to log in again.

Buttons

In general, after a button press such as Save, Delete, Cancel, you will be brought back to the previous page you were on.

Allow a function to fully complete before navigating elsewhere. Interrupting a function already in progress can cause loss of data or errors.

As a reminder, any changes you make in a form will only be kept if you Save.

Links

Hyperlinks, such as ‘Details…’ and person/school links, are utilized throughout the Impact Roster for easy navigation to related information. Notable is the inter-relationship between People, Schools and Groups sections.

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Impact Roster Help Resources

Hover Helps

On the forms, notable field labels have Hover Helps with short descriptions and tips. Point your cursor over the field label and pause, if a hover help is available, it will pop up.

Impact Roster Help Webpage

Training and Help Resources can be quickly found and referenced from the Impact Roster Help page. Access the Help page by clicking on ‘Help’ located at the top right of any Impact Roster webpage.

Training Videos

Refer back to these short videos for clarification and details on the separate sections. They can be found on the Impact Roster Help webpage and the Moms in Prayer website’s backend.

Release Notes

Each maintenance and phase release will be accompanied by Release Notes. These

documents highlight notable changes and items included in the release. They can be found on the Impact Roster Help webpage and the Moms in Prayer website’s backend.

Support Contacts (e.g. Leadership, Roster Managers, Roster Manager Assistants) There are people ready to help and may have the answers you’re looking for.

If after checking the resources and more help is needed, email ImpactRosterSupport@MomsInPrayer.org

We value your feedback, and all submissions are carefully reviewed weekly by the Support Team. Your concern will be added to one of the following categories based on the nature of the submission.

• Bug: A task that is returning an incorrect or unexpected error message or is not performing correctly.

• Maintenance: An adjustment that would help make the Impact Roster more user-friendly and easier to use. It will be considered for a maintenance release of the Impact Roster.

• Suggestion/Enhancement: A new feature or function that you do not see but would like to.

This item will be considered for a future phase of the Impact Roster.

• Training: A task that is provided in the Impact Roster but you do not understand how to perform it.

Please provide a detailed description, including the above category and steps to reproduce the issue. If you are having a training issue, you will be contacted by someone to assist you. Critical bugs will be addressed in a timely manner. All other submissions will be carefully reviewed, but due to limited resources, we are unable to personally reply to each one. Be assured your submission will be reviewed.

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Appendix A: Impact Roster Glossary

Term Definition

Adopted School Adopting a school is to "pray for a group to start". These schools are not listed on the group record.

GIA

(Group Information Assistant)

A state team member that processes GIFs for a region.

GIF

(Group Information Form)

The GIF is available on our Moms in Prayer website and is for an inquiring mom interested in finding and joining a group.

Once the form is submitted,

• The GIF is distributed to the two lowest levels of leadership, a GIA if there is one and if possible, group leaders.

• If she is not already in the MIP database, her contact information will be added with Person Code ‘CODE Inquiring’.

Leadership This refers to defined Moms in Prayer leadership roles. For the USA it includes: Country Coordinator, Division

Coordinator, State Coordinator, Regional Coordinator and Area Coordinator.

Registration/Update forms There are 2 distinct forms for registration:

1. Register Group Information – used to register a new group or update a group

2. Register Personal Information – used to add a new person or update a person’s contact information

These forms are available on our Moms in Prayer website.

Once the form is submitted, it is emailed to the state’s Roster Manager to update the information in the Impact Roster. The RM then forwards to state leadership.

Regularly Prayed for School Regularly praying for a school is to pray for specific school concerns and staff, etc. All schools regularly prayed for are listed on the group record.

RM

(Roster Manager)

A state team member. One per state.

Roster Manager Assistant A roster manager that serves as a first line of tech support.

She is ready to lend a hand and answer questions.

Roster Update Process An annual process to update group information.

RUV

(Roster Update Volunteer)

If needed, these are volunteers to help in the Roster Update Process.

School Upload Process An annual process to update K-12 school information using the National Center of Education Statistics (NCES) data.

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