CiviCRM Community Forums (archive)

Request for Proposal

Setting up CiviCRM with Drupal for a Church.

The following is how I think things would work using the following modules in the following ways:
CiviCase (to handle things such as Premarital Counseling sessions. Anything that might be a multi-step process)
CiviContribute (to eventually handle all donations, pledges, etc)
CiviEvent (this is where all Public services that aren't specific to a particular contact will be entered .... i.e. all public worship services, any classes we offer, conferences etc)
CiviMailings (for obvious uses...newsletter, prayer chain, etc.)
Contacts with Groups (where we will keep track of new members, long time members, etc.)
CiviReports (to run all our various reports needed).

I would like assistance in getting things setup and working properly. I could do it but since I'm not as familiar with CiviCRM it would take me a lot longer to do and some trial and error. I'm not certain if using the modules as indicated above is the best option.

One of the main reports needed is for reporting to the Diocesan/National office each month.

It's a Summary report really....but it would be pulling info from Cases, Events, and Activities. Based on the assumption of using the modules as indicated below.

Cases used to track:
Interactions with Contacts which take multiple encounters. (i.e. Counseling Sessions)

Events used to track:
Public Worship Services
Classes offered
Special Events
(basically anything open to the public and not tied to a specific contact)

Activities used to track:
Baptisms
Weddings
Funerals
Private Masses (in home/hospital)
Hospital Visitations
Reconciliation (confession)
Unction (anointing of the sick)
Pastoral Counseling
(any action that is specific to one or two persons)

I need the various custom data fields set up to ensure all data is properly tracked.

I need a report that will allowthe following:
*specify a date range (typically the previous month)
* Ability to specify which Activity and Event Types to include
and it would give me a summary report similar to the following

*****************Monthly Reporting of Activity***********
**Sacerdotal**

Baptisms: 3
Attendance: 25

Weddings: 1
Attendance: 100

Public Masses: 10
Attendance: 300  (this would be the total of all in attendance at each service pulled from a custom field)

Premarital Counseling: 1

Unction: 2
Attendance: 4

**Administrative**
(this would be pulled from Activity section of all contacts who are a Member of the Clergy group. Each Clergyperson would enter this info as an Activity under their Contact. It would have a date associated with it along with a number of hours and a description field. The report would just pull all Activities for all persons in clergy group and list it as follows.)

Clergy #1 Name
Hours doing social justice ministry: ____________
Hours spent studying: ______________
Hours spent on ministry planning: _____________
Total hours spent on your primary ministry: ______

Clergy #2 Name
Hours doing social justice ministry: ____________
Hours spent studying: ______________
Hours spent on ministry planning: _____________
Total hours spent on your primary ministry: ______

Clergy #3 Name
Hours doing social justice ministry: ____________
Hours spent studying: ______________
Hours spent on ministry planning: _____________
Total hours spent on your primary ministry: ______

Total for All Clergy
Hours doing social justice ministry: ____________
Hours spent studying: ______________
Hours spent on ministry planning: _____________
Total hours spent on primary ministry: ______

**General Comments**

(this section is an open text area where additional info could be entered. This would be entered into the Notes section of the Diocesan Contact Record and the report would automatically pull any of those notes entered for the date range of the report and add to the end of the report.)

*****************************


This is what I've come up with so far but not sure if it's the best way to utilize the modules or not.

Also need an easy way to enter the number in attendance for each event. For example: I'll enter an event such as our Sunday worship service and use civirepeat module in drupal to repeat that each Sunday at the same time. After each service we would need an easy way to enter the number in attendance at that service.

Matt,

No real deadline but I figured I'd give it 2 weeks or so. As far as a budget....we are a startup church and are quite small with a limited budget. So the lower the price the better.

The only reason I chose to use CiviEvent is so I could generate the report which is required to be sent on a monthly basis to our National Office which needs to include this data. I'm open to another solution so long as it works....

You're correct on the CiviMember and Groups. I made a typo..and will correct that. I enter contacts and then group them using the groups.