Granting Access to Users

GM MyReport

**Using technology to hasten the return of Jesus**

1. Open internet browser2. Type URL3. Email Address4. Password

5. Click configuration(Leave Global Mission for the moment)

6. Click on Users square to the right

7. Select the next lower organization to be granted access to database8. Select +New to add a new user (person)

9. Click in area which calls for the new user’s email address

10. Type new user’s email address twice11. Click “to Validate”

12. Select Role from drop down menu Data Manager – Enter, delete, edit information Supervisor – See all information but cannot do the functions of data manager Visitor – See all information EXCEPT financial data13. Type new user’s full name14. Click Accept

15. Ensure the new user’s role and name is on the User List correctly16. Use these buttons to Edit or Delete a user

Users of the Canadian Union database. **Test Name** is one I added for this demonstration and will be deleted

An email will automatically be sent to the new user asking them to (17) click on the Validation Link to assign themselves a Password. The new user can (18) download a user guide to familiarize themselves with the database. (19) Only data managers can assign other data managers.

20. Once the new user clicks on the Validation Link, they will be asked to enter a Password of their choosing twice.

Creating Projects

GM MyReport

**Using technology to hasten the return of Jesus**

1. Open your browser2. Type in the URL3. Enter you Email address (not name as I written)4. Click Submit

5. Select Global Mission

6. Click GM Projects box

This opens to all the projects entered at the organizational level selected.

7. To create a project, the lowest organizational (as indicated by a back square) must be selected.

8. Click +New to begin a new project

9. Fill in all spaces. Yellow boxes are mandatory. Select the Country from the drop down menu. Records ID box is for your own filing system or the old FileMaker ID if continuing a project from FileMaker. Select the Duration of the project from the drop down menu (GM maximum is 5 years). [Continue scrolling down on this page]

9. Example of a filled in form. Click Accept when the entire form is completed. It may also be edited or deleted later. [Scroll down to complete the page]

10. Enter project description. The list are the points that should be included in your description.

11. Locate the project on the map. Narrow the location as far as you can.

[Click Accept in the top right hand corner when completed]

11. When you click accept on the previous screen, this screen will pop up asking you to enter the listed information. The database will direct you to the place to enter this information

12. Fill in the boxes. The yellow boxes are mandatory. The information could be edited or deleted later, if necessary.

13. This is where you enter the financial information.Funding – Who is contributing what amountsOperations – The plan for spending the money (Budget) and how the money was actually spent (Expense) after one yearReport – Report form showing all project information

14. Who contributes what amounts. The exchange rates cannot be altered.

15. By clicking inside the line of each organization, enter the amounts in either local or US currency. Do not alternate between currencies, use the same one at all times.

16. After clicking inside the box of one organization, you will be asked to click the Edit button

17. Enter the amount that specific organization will contribute to the project. Use the same currency at all times and enter all amounts in the same month (because the exchange rate floats each month until the project has been voted by the GC.

18. Click Accept

19. Click back button to select the next organization

20. The amount entered appears in both currencies even though you entered only one currency.

21. Enter the financial contributions for each organization.22. Click the back button after completing each line

23. Next go to the Operations to enter the Budget Expenses for the project.

24. Fill in the budget data using the same procedure as for the Funding data.

25. Do not fill in the Expense data at this point. The project will have to be finally approved by the GC first.

26. You must click the edit button before you can enter the amounts

27. Enter the amounts using the same currency at all times28. Add a brief description explaining the amount show29. After completing a page, click Accept to save it to the database

30. After accepting (saving) a page, click the back button for the next entry.

31. Fill in each line as needed.32. The highlighted line shows the entry you just made

33. After you have complete each line item as needed, ensure that the total equals the total contribution amount in the budget. The funding contribution and budget expenses must equal.34. Click back

35. The Fund and Budget are equal. Good work! Expenses will be handled later.

36. Produce a single page report on the project.

Submitting the Project for Approval

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**Using technology to hasten the return of Jesus**

1. Select the lowest level where the project will be operating in2. Click inside the row to open the project

3. Identify who controls the projectHost: the territory where the project will be operatedOwner: who created the projectResponsible: the level who needs to approve or reject the project4. Click Options

5. Preparation – working on the project, not yet submitted for approval6. Send for Review – submitting the completed application for approval7. Click to submit8. Return for Editing – rejecting a project or sending it back for editing9. Click to send project back to owner

10. Project in Preparation status ready to be submitted to the next higher organization for approval

11. Click Submit for approval

13. Status changes from Preparation to Authorizing14. Responsibility changes from Canadian Union to NAD15. Status shows as in the Authorizing stage

16. Next higher organization now responsible for processing the application

17. The next higher organization will receive a notification that the project is ready for them to act on and will see the project

18. In order for the next higher organization to process the project application, they will have to open it at its lowest level (host conference or mission).

19. Click on the row to open the project to review it.

20. Once satisfied that all is correct and the committee has approved it, click on the Blue Options button.

Send for Review – Sends the project to the next higher organization21. Return for Editing – Returns the project for corrections (fill box)22. Change Owner & Responsibilty – Ability to make changes yourself or someone else

Creating Year End Reports

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1. Year End reports can only be completed after the GC has initially approved the application.2. To complete the Year End report, make sure the ‘Change Owner & Responsible’ to set to the level preparing the report.

3. After the GC has approved the report, the ‘Responsibility’ reverts back to the level that created the project.4. When the status is ‘Executing’ the Expense Report category becomes available.5. Click on the icon with three bars to open the Church Growth Report.

6. Click on Edit to open the Church Growth Report for the year.

7. Fill in the Church Growth data. Be sure to indicate the ‘Type of Presence Established from the drop down menu.

8. Give a descriptive report of what has happened during the year being reported on.

9. Click the ‘Accept’ button to save the information to the database

10. Click on the ‘Operations’ button to open the Expense Report.

11. Click on the budget line item you which to insert the actual expense incurred.

12. Click on the ‘Edit’ button to open the boxes13. Select the ‘Expense’ section. Use the same country currency you

used to put in the budget. Enter all the expense amounts in the same month since the exchange rates change every month.

14. Put in the expense amount (be sure not to confuse the expense with the budget box)

15. Click ‘Accept to save the entry to the database.

16. After entering the expense amount and clicking ‘Accept’ in the previous slide, click ‘Back’ to select another line item or to return to the Operations screen.

17. Repeat the steps for each budget line item until completed.18. After all expense line items are recorded, click ‘Back’ to get to the

Summary screen.

19. If there is a difference between the total budget and total expenses, the difference will be shown as indicated above. You next higher organization will advise you how to handle this difference.

20. The ‘Report’ is a summary of the GM project’s plans, budget and expenses. This single sheet is what you place in your files and make available to your committee if they want to see the project’s details.

21. An example of a single GM Project’s report.

Re-Applying for Another Year of Funding

GM MyReport

**Using technology to hasten the return of Jesus**

1. In order to work in any project, you must select the project at it’s lowest or host level. Even though you could open a project at a higher level, you cannot edit it unless it is opened in at the lowest level as indicated by the black square to the right.

2. Click on the row to open the project.

3. To change the project year, click on the next year (2014).4. Click on ‘Import Data from Previous Year’ to transfer the project

information from the previous year to the current year.

5. Warning window automatically opens as a reminder to enter the Adventist presence, number of projects assigned to the project and the population of the target group.

6. Ensure that the new year appears correctly.7. Enter the data for the new year.8. Click ‘Accept’ to save the data to the database.9. Click Import Data from Previous Year to transfer project information to

the new year.

10. Tick in the little box that you want to import the data, then confirm your choice by clicking the blue ‘Import Data’ box.

11. Now the new year is in ‘Preparation’ status to allow for the entering of new data or editing of transferred information.

12. Check the ‘Funding’, Budget in Operations tab, and Report for any needed changes to the new year’s information.

13. Ensure that the Fund and Budget balance

14. Make any changes to the line items as needed

15. Make any changes to the budget as needed.16. Expense items entered in the previous year’s report roll over to zero

in the new year. Each year has its own actual expense information that will need to be entered.

17. Example of the new year’s application.18. Starting year remains the same as when the project first began.19. Expense data rolls to zero at the beginning of the new year.20. Project description, Funding & budget all carry over from the prior

year.

Creating Reports

GM MyReport

**Using technology to hasten the return of Jesus**

1. To create the summary report of all the projects, select the highest level you wish to report on.

3. Dropdown menu allows reports in US dollars, local currency or church growth data.

4. Status Reports allows reports in ‘Preparation’, ‘Authorizing’, ‘Executing’, ‘Reviewing’, & ‘Closed’ phases.

6. Example of a USD Currency Report7. Selection of only ‘Executing’ project (GC approved & funded)8. Total of all the projects selected and percentage contributions

10. List includes the **Test Project** we developed for this tutorial

11. You may search for any project by entering any search criteria, i.e. Project ID, Project Name, Country, Host conference, Project Director, Start Year, Project Duration, etc.