Tijuana Ministry 2015: Application & Registration System Training Presented by Joanna Thurmann

Agenda Learn about the new TJ Ministry Application & Registration System Mixture of PowerPoint Slides, Demo’s and Hands-on Goals: Learn Concepts Play around Consider improvements

The Problem For the first few years, we used paper sign-ups. Then we moved to Google forms/docs. Both solutions were tedious and error-prone Few features: e.g. Sort, filter, export, print, share, custom fields, workflow, notifications were either impossible or difficult Cancellations, additions, updates difficult to manage Not robust or scalable for multiple parishes

The Solution: JIRA Hosted web application by vendor Atlassian Great support, documentation, frequent updates Easily configurable and scalable $10/month ($120/year); currently using 6 out of 10 licenses Leverages Joanna’s knowledge and expertise 

Volume 2014: 2015: Opened on 1/15/14 ~100 applications in 2- months Opened on 2/6/15 at 10pm 42 applications in 48 hours 62 applications in 3 days 70 applications as of 2/12/15

What is JIRA? Bug and task-tracking tool often used in software development Because of it’s flexibility and configurability, it can be used for just about anything that has records and workflow Action items, surveys, expense reports & Tijuana Registrations  We can use it for other things beyond registrations Pronounced Gee-Ra; it comes from the Japanese name for Godzilla, Go-jira (long story )

Demo1: Overview User Interface Overview

Exercise1: Log In Sign In: https://tijuanaministry.atlassian.net Go to Profile Change Password

“Apply” Link The “Apply” link on the main Tijuana Website (the only used by applicants) has a different interface than what you will see in JIRA. But it is still the same record Once user clicks Submit, the record is saved in JIRA

“Apply” Link Application Form which goes to JIRA Apply Page on www.TijuanaMinistry.org

JIRA Terminology Issue = the person record (e.g. Monica Rising) Project = the collection of all people records, e.g. the “2015 Registrations” project. We can later have 2016 registrations or other items (e.g. Action Items) Issue Navigator = the search mechanism in JIRA Filter = a saved search with all its criteria, e.g. a filter called “Teens” has the criteria “Age < 18” Dashboard = a way to display the data in a nice way

Application Record Application Record once it gets into JIRA Workflow which we can customize Tabs for Various Info: we can reorganize this as we wish A few more fields; e.g. dates Application Record once it gets into JIRA

Application Record (continued) We can have attachments, if we decide to, but that’s up to us Linked Family Records; I did this based on what people put in “Other Travelers” field We put comments so that everyone else can see what’s going on with this record

Demo 2: Edits Issue Screens (Create, Edit, View) Comments Attachments Links

Exercise2: Edits Edit your own record Add comment, edit comment, delete comment Add attachment, delete attachment Link to another record, delete link

Searching Basic Search: uses dropdown menus Use “More” dropdown to add other fields to search Advanced Search: Uses SQL-like language; more robust Add, remove, reorder columns. Click any column to sort Personal or Shared Filters (saved searches) Mark/unmark Favorite Filters Export to Word and Excel

Basic search uses dropdown menus Issue Navigator Advanced Search / toggle Start New Search Basic search uses dropdown menus Export Click any column to sort Add more fields to search Add, Remove, Reorder Columns Your Saved Searches

Manage Filters Find Filters Find Filters Shared with you Toggle Star to mark/unmark as Favorite Filter

Demo 3: Search Basic Search Advanced Search Save Search as Filter Manage Filters Mark / Unmark some Filter as Favorite

Exercise3: Search Click New Filter Add Criteria Save as new Filter Reorder columns Sort Find Filter under Favorite Filters Export to Excel

Subscriptions Scheduled Emails based on filter, e.g. Monday @ 5pm Contain the Search Results Personal or Group- Based Some have been created for you

“Share” Notification Share can send a notification to anyone at anytime Must type or paste the email address, then choose it Reply will go to whomever sent it (i.e. your email address) Share

Automatic Notifications Automatic Notifications sent immediately after Issue Events occur Issue Created, Issue Updated, Issue Commented, etc. Currently turned off; too much spam

Demo 4: Notifications Subscription Share Function

Exercise 4: Notifications Create a Personal Subscription for your filter Use Share function on your own record Send notification to the following: Joanna_thurmann@yahoo.com tjmissions@gmail.com

Dashboards Dashboards Pages display Gadgets (bits of information from the system) Filter Results (you decide on the columns) Issue Statistics, Two-dimensional Issue Statistics, Favorite Filters, Pie Charts, More Personal or Shared Dashboards (already created for you) Cannot email dashboards

Dashboards Add Gadgetd Manage Dashboards Edit Layout Edit Gadgets (only on your own) Favorite Dashboards

Demo 5: Dashboards New Dashboard Manage Dashboards

Exercise 5: Dashboards Create a new Personal Dashboard Add Gadgets Change Layout & Color of Gadgets Go to Manage Dashboards Mark/unmark as Favorite

What Now? Rearrange Screens Add More Custom Fields: Paid: Yes/No Lodging: T1/T2/Loft Car #, etc. Modify workflow (e.g. Submitted  Acknowledged  Pending Paperwork  Fully Registered

Thank You