HOLD Members Management Database Manual

1 HOLD MMD










CFC-HANDMAIDS OF THE LORD
MEMBERS MANAGEMENT DATABASE
USERS GUIDE





TABLE OF CONTENTS

i. How to log-in
ii. Dashboard Description
iii. Members Database
a. How to ADD, EDIT,TRANSFER, BATCH ADD
iv. How to add and update Activities
v. How to Add and Update Formation
vi. How to Add and Update CLP
vii. Help tab
viii. MMD Description of terms
ix. Annex
a. MMD encoding Guide
b. MMD Easy encoding Guide
c. HOLD member Profile
d. Start up Guide
e. Training Schedule in an area
f. RFID Picture taking guide








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2 HOLD MMD

I. LOG-IN
a. Go to any internet and type in the browser www.holdinfosystem.com
b. Type your USERNAME and PASSWORD (given by the MMD Administrator to All Chapter Encoders,
Chapter Leaders, Cluster Leaders, Sector leaders, Provincial Directors)
c. For unsuccessful log-in contact our Administrator cesargallano@yahoo.com
d. Latest Announcement can also be seen in this page.

II. DASHBOARD
a. Once you successfully log-in you will see the CHAPTER/CLUSTER/SECTOR/PROVINCIAL Dashboard
depends on your account type.
b. In this page you will see the demographics of your members in the chapter.
c. The birthday celebrants for the month in the chapter.
d. The Last 5 ACTIVITIES, Next 5 ACTIVITIES.
e. Search facility
f. Groupings according to service, occupation, blood type for easier extraction.

Browser
Username &
Password
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III. CHANGE PASSWORD
In the dashboard page, you may change your password. Just Enter a new password.

IV. AREA PROFILE
In this page you will see the summary of ACTIVITIES, EVANELIZATION, MEMBERS, LEADERS in the area.
In each Activities be seen the attendees, in CLPs the graduates, in Members the ID numbers.













Enter a new
password
here
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V. MEMBER PROFILE
Once a member is clicked, the complete members information can be found. FORMATION, ACTIVITIES she is
present, Tithes, Basic Information, Household (upper/lower)


VI. ADD MEMBER
a. Go to Members Database tab (3
rd
tab)
b. Click ADD MEMBER for individual encoding. Please read the encoders guide before encoding for
standard description of terminologies.













ADD/EDIT
Member
Batch Encoding
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VII. ADD/EDIT PAGE



VIII. BATCH ADD
a. For first time to encode in an area/chapter, you may use the BACTH ENCODING. This facility allows you
to type members details in a EXCEL file while off-line and then upload the .csv file online.
b. Follow the BATCH encoding guide attached in this manual.
c. Download a .csv file in this page




















Check formation
attended
Make sure to
read
ENCODER
GUIDE for
guidance
during
encoding
Download
the csv file
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Save this file from your download. And start encoding in this file. Fields are in each column below.

After encoding, double check all fields make sure the format is correct and no duplication of names.
Save this file by going to SAVE AS. Click OTHER FORMAT. Then save as .CSV file with the file name of your
chapter.


SAVE FILE











Check the
file type
(.csv)
Save in your
preferred folder
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Go back online and IMPORT the file to the system.




















IX. TRANSFER MEMBER
a. For any member/s you officially transferred to another chapter.
b. Click ADD in the OUTGOING.
c. Select the Chapter to Transfer. All chapters who are using the MMD will appear in the list.
d. Select the Member to transfer.
e. You may add more than 1 member.
f. Once add the status will be PENDING until the receiving chapter will ACCEPT it.





Import file by
clicking on
BROWSE. Select
the folder in your
computer where
you saved the file.
Then click CREATE
ACCOUNTS.
Transfer
Select chapter
to transfer
Member to
transfer
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X. ACTIVITIES
a. Add incoming activities in the chapter. Refer to Encoding guide for the description of TYPE of ACTIVITY.
b. Update the attendance after every activity.



UPDATE ATTENDANCE










ACTIVITY
TYPE
ADD
activity
Update attendance
after an activity
Select the
members who
attended the
activity
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XI. FORMATION
a. Update the formation for any of the HOLD formation conducted in the chapter where the member/s
attended.

XII. EVANGELIZATION
a. For any incoming CLP, add it here. Refer to Encoding guideline for the type of CLP.


UPDATE CLP every talk from the first talk to the last talk to monitor persistency rate of our CLPs.
Update PFO
attendance
ADD
CLP
CLP Service
team
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Once the participants has finished the CLP, click the ADD to GRADUATE and the member will be now an official meber of
HOLD, be generated an ID number. You may ADD more information about the participant in the EDIT view in the
Members Database tab.



XIII. HELP TAB
a. For all documents you may need in your encoding, you can download it in the HELP TAB

XIV. Terms Definition
a. MMD Members Management Database
b. HOLD Handmaids of the Lord
c. MCG Mission Core
d. CLP Christian Life Program
e. PFO Pastoral Formation
f. CSV comma delimited




ADD participants during
orientation talk
Download here
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ANNEXES






















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HOLD MEMBERS MANAGEMENT DATABASE EASY ENCODING GUIDE
Common concern in areas where there is limited internet access is the longer time spent in the first encoding of members information. Because of
this, the HOLD INFOSYSTEM version 2 has added a new facility in allowing the adding of members in the system per batch. This is the latest way to
encode our members especially in areas who havent started. We call this facility BATCH ADD. Please follow the guidelines below on how to do it.
1.) Encoders log-in using your account. Encoders username and password.
2.) Go to Members Database tab.
3.) Click the button BATCH ADD
4.) Follow the instructions carefully in this window

1.) Make sure you double check carefully the file you have in excel sheet converted to .csv
2.) Double check the all fields and CODES used. Double check all NAMES. Make sure it is in ALL CAPITAL letters. The birthday format
mm/dd/yyyy
3.) Make sure you dont encode any existing members in the database.
4.) Add the other fields like FORMATION of each member, PICTURE and other details in the EDIT view after you have uploaded the file.
5.) In case there is any mistake in the file uploaded, you have to delete it manually in the edit view.
6.) Follow the guidelines in the Encoders Guide (found in the HELP tab) for the description of the terminologies.
Note that this is just for batch encoding, i.e. 5 members or more. But if you are going to add a few members, you may use the ADD MEMBER
facility. For clarifications, please email cesargallano@yahoo.com or 09175574868 or 09228263480.

Download the CSV file
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HOLD Members Management Database Encoding Guidelines
Before encoding, make sure you have the complete details of all your members using the HOLD members
profile form (v2).
1.) Encode HOLD Members
Please encode HOLD Members only, Family Ministries (SFC, YFC, KFC and SOLD) have their own
separate databases (adult ministries only). CFC serving in HOLD can be encoded in this database but
remember to check the box CFC serving in HOLD so that it will not be counted in the total members
of HOLD.
2.) Search First the Family Name and First Name of the member you are about to encode in the search
box. To make sure that there is no duplication in the entry of our members. If it is already present,
please do not continue with the encoding of that specific member. Use the search facility of the
database.

3.) Encode ALL in CAPITAL LETTERS.

4.) Encode the Right Spelling and Dates
Please double-check the spelling and dates. Especially the Last Name, First Name, Nickname, Date of
Birth and Gender, these fields will determine possible double entries in the database. Also this will
determine the integrity of our data.
Auxiliary Name
Please encode the auxiliary names (if any) in the first name.
e.g. Juan Sr. / Juan Jr. / Juan II / Juan III
Use of
Please make use of this character. There are two ways:
1. Keyboard Shortcut: ALT+165
2. Character Map (Start > All Programs > Accessories > System Tools > Character
Map

No Exact Date Provided (Month/Year Only)
Some of our members already forgot the exact dates of their CLPs and sometimes their
wedding dates. Our database only accepts whole calendar dates. If this is the case, please follow the
examples below:
1. Month/Date Only > June 2000 = 06/01/2000
2. Year Only > 1999 = 01/01/1999



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5.) Encoding the Mission Core Group Members
Please dont forget to check the MCG Member checkbox when encoding MCG members. Chapter
Heads should be encoded in their respective chapters. Other leaders superior to Chapter Heads
(Cluster Heads up) and those who are not member of a chapter have a separate account and must be
encoded in the Mission Core Account of the Province/Sector for Manila(e.g. Sector MCG account).
6.) Encoding the other fields of the members personal information

Last Name*
First Name*
Includes auxiliary names (if any). See general guidelines on the first page.
Middle Name
If possible, please provide full middle name.
For married, input the maiden surname here.
Civil Status (description below)
Nickname*
Please input only one nickname. (for use with IDs name plate)
Date of Birth*/CLP Graduation Date/Wedding Date
Encode using this format: mm/dd/yyyy or use the calendar tool.
For incomplete dates please see general guidelines on the first page.
Phone Numbers (Cellular and Residential)
Please encode without dashes. (e.g. 09228983626 not 0922-898-36-26)
Please encode one phone number in each textbox.
Gender*
MCG Member
See general guidelines on the first page.
Occupation
Select one, you may also use the closest match or OTHERS if not in the list.
Formation
Check formation that has been attended. If not yet complete with the talks, please dont check it
yet.
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Notes, Citizenship, Email, Address, Educational Attainment, Talents/Skills
Husbands Name and Wedding Date (for married),
Website (for those who have site, blogs, Facebook, etc)
Picture
Please use JPG format only with 120px x 120px dimensions
*required fields
7.) Encoding of Family Members
Family Members can now be encoded (via the Members listing under Family Column). Add the Full
Name, Birthday, Relationship, and Family Ministry.
SERVICE DESCRIPTION
Member MEMBER All HOLD members that dont have any pastoral responsibility. Or no lower HH.
Members who just graduated in a CLP belong to this category.
Household
Head
HH HOLD who is HHs of the HOLD Members under their pastoral care.
Unit Head UH HOLD who is the Unit Head of the HOLD Household Heads under their pastoral care.
Chapter Head CH Leading the chapter pastorally.
Cluster Head CLH Leading a cluster pastorally.
Sector
Coordinator
SC Leading a Sector pastorally.
Area
Coordinator
AC Leading an Area (Province/Country).
Regional
Coordinator
RC Leading a region in the Philippine provinces.
Regional
Coordinator
Foreign
RCF Leading a region in the Foreign Areas.
If a HOLD is both HH head and an elder, please choose the higher position.

CIVIL STATUS DESCRIPTION
Single A HOLD member that has never been married
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Single Parent A HOLD non-married member that has a child/children.
Married A HOLD married member
Separated A HOLD member that once married but has been separated.
Widow A HOLD member whose husband died.
WOW A HOLD member whose husband is working overseas.
Overseas Filipino Worker A HOLD member who is working outside the Philippines

STATUS DESCRIPTION
ACTIVE HOLD member that attends Household regularly and other HOLD Activities.
IN-ACTIVE HOLD Member that has not been visible in the community in the past 6 months. Has
been absent in the household consequently for 4 meetings. Has been one to one by
the Pastoral Head about his/her absence.
MOVE TO CFC Has Joined CFC Pastoral Household in the past 6 months.
MOVE TO OTHER
COMMUNITY
Signified personally to the Household head to transfer to other community.
DECEASED Once a member died
A member who transferred to another Chapter/Cluster/Sector/Country/Province must
still be on active status but his/her record must be transferred to that chapter with
proper endorsement (letter) received by the receiving chapter.

BLOOD TYPE DESCRIPTION
O All those O +/-
A All those who has A type blood
B All those who has B type blood
AB All those who has AB type blood

CLP TYPE DESCRIPTION
PARISH All CLPs conducted in the parish
COMMUNITY All CLPs conducted outside the parish including HOME CLPs, Barangay, and the like.
CORPORATE All CLPs conducted in any corporation.
GOVERNMENT All CLPs conducted in all government agencies and establishments.
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ANCOP All CLPs conducted in PRISON, REHAB, GK SITES.
In MEGA CLPs, encode only the HOLD Graduates but may encode the whole service team.

ACTIVITY TYPE DESCRIPTION
ASSEMBLY All chapter, cluster, Unit, Sector, Provincial, National Prayer Assemblies
TEACHING All Unit, Chapter, Cluster, Sector, Provincial, National Teachings
FELLOWSHIP All types of fellowship in the HH, Unit, Chapter, Cluster ,Sector, Provincial, National
ANCOP All types of ANCOP activities (Prison, Education, Rehab and the like)
OTHERS All other activities that are not in the above category
CONFERENCE All types of Conferences Provincial, Sector, National level
TRAINING All types of Training other than teachings.

CLP TEAM
MEMBER
DESCRIPTION
DGL Facilitator or Discussion Group Leader
MUSIC MINISTRY All Music Ministry Members in the CLP
PRAYER WARRIOR All Prayer Warriors and all those who supported the CLP in that capacity
SECRETARIAT All those who takes charge in the registration of the CLP
TEAM LEADER The Brother and Sister who are leading the CLPs.
TEAM SERVANT The brother and sister who are assisting the CLP.

RELATIONSHIP
TYPE
DESCRIPTION
BROTHER Immediate brother
SISTER Immediate Sister
FATHER
MOTHER
CHILDREN


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INDUSTRY TYPE
Accommodation and Food Services Mining
Agriculture, Forestry, Fishing, Hunting Wholesale Trade
Arts, Entertainment and Recreation Professional, scientific and Technical Services
Construction Public Administration
Educational Services Retail Trade
Finance and Insurance Transportation and Warehousing
Health Care and Social Assistance Utilities
Manufacturing

Encoding of members is just the first module of the whole MMD (members management database). We
encourage regular updating of the other modules CLP, ACTIVITIES, TITHES, FORMATION to fully maximize the
system.









HOLD Members Management Database Start Up
Simple and easy steps to start the implementation of the HOLD MMD in your Area
STEP 1: Anoint a CHAPTER Servant/Encoder in all chapters of HOLD in
your Area.

Chapter Encoders are the key people who will be responsible in the success of implementation of this HOLD MMD in
your area. Make sure they are responsible, trustworthy, computer literate and a HOLD member in that chapter.
Chapter encoders ideally should not be the chapter leaders.

STEP 2: Conduct Data gathering of all the HOLD members in your area.

Chapter Servants/Encoders will do the data gathering using the official members profile form. Ideal venues for data
gathering are the chapter/sector/provincial assemblies. Do not include the CFC who are serving only in HOLD. Their
record must be in the CFC MMD.

STEP 3: Coordinate with the HOLD MMD Administrator for the schedule
of the HOLD MMD Training in your area.

3a. Email the administrator of the complete list of chapters/cluster/sector in your area for configuration.
katedeiparine@sfcglobal.org or cesargallano@yahoo.com
3b. Set schedule of HOLD MMD Training in your area to be attended by the Chapter encoders, Chapter Heads,
Cluster Head, and Sector Heads of your area.

STEP 4: Conduct HOLD MMD Training in your area.

HOLD MMD team will go to your area to conduct the training. Training will only be 1-2 hours. After the training, each
user will be given their respective chapter accounts (username and password).

STEP 5: Take account of the Members, Activities, CLPs, and Tithes in

each chapters and encode, edit and update weekly into the online database
anytime and anywhere.

We are looking forward for your vibrant and faithful participation in this new tool
God has blessed us to help us enhance our mission and evangelization.

w w w .hol di nf osyst em.c om

CFC-HOLD INFOSYSTEM MEMBER PROFILE

Date Encoded: __________________


LAST NAME FIRST NAME Middle Name



NICKNAME



BIRTH DATE (mm/dd/yyyy)

Residential Phone

Cellular Phone



STATUS


Husbands Name (if applicable...)

Wedding Date (if applicable...)



Complete Address



CLP Graduation Date



Blood Type



Email Address (if applicable...)



Name of Household Head



Status




MCG Member

Service












AREA OF SERVICE

Province: _____________________________________________

Sector: ______________________________________________

Cluster: ______________________________________________

Chapter: _____________________________________________


CFC Serving in HOLD

Highest Educational Attainment



Talents/Skills



Occupation

Industry



FORMATION TRACKS
ONH Orientation of New Households HER3 Handmaids Enrichment Retreat 3 ULT2 Unit Leaders Training 2
BD Business Dealings in HOLD FS3 Financial Stewardship 3 ST Speakers Training
CO Covenant Orientation FOTS Fruits of the Spirit LS1 Leaders Seminar 1
HER1 Handmaids Enrichment Retreat 1 LPG Living as a People of God ZIPSAT ZIPSAT
FS1 Financial Stewardship 1 CLPT Christian Life Program Training MCGR Mission Core Group Retreat
ET Evangelization Training CLPTF CLP Training for Facilitators CLT Chapter Leaders Training
SG Spiritual Gifts TOOD Training for One-to-One Dialogue LS2 Leaders Seminar 2
FCL Foundations of Christian Living BW Baptism Workshop WD Widows Retreat
HER2 Handmaids Enrichment Retreat 2 HLT1 Household Leaders Training 1 SP Solo Parenting
FS2 Financial Stewardship 2 HLT2 Household Leaders Training 2 WOW WOW
CPR Christian Personal Relations ULT1 Unit Leaders Training 1 ELD Elderly
CE Christian and Her Emotions HLT3 Household Leaders Training 3 HER4 Handmaids Enrichment Retreat 4

FAMILY INFORMATION (Immediate Family Members only)

Name Relationship Birthday CFC/Family Ministry
(if Yes please specify)
____________________________ __________________ _______________________ Yes ___________ No

____________________________ __________________ _______________________ Yes ___________ No
____________________________ __________________ _______________________ Yes ___________ No

Name Relationship Birthday CFC/Family Ministry
(if Yes please specify)
____________________________ __________________ _______________________ Yes ___________ No

____________________________ __________________ _______________________ Yes ___________ No
____________________________ __________________ _______________________ Yes ___________ No

Single Single Parent
Married Separated
Widow WOW OFW

Active Inactive
Moved to Another Community
Moved to CFC
Member
Household Head
Unit Head
Chapter Head
Cluster Head
Sector Coordinator
Area Coordinator
Regional Coordinator
Regional Coordinator (Foreign)
A B AB O
Yes No
Accommodation and Food Services Finance and Insurance Public Administration
Agriculture, Forestry, Fishing and Hunting Health Care and Social Assistance Retail Trade
Arts, Entertainment and Recreation Manufacturing Transportation and Warehousing
Construction Mining Utilities
Educational Services Professional, Scientific and Technical Services Wholesale Trade

Yes No
DigitalPhotoRequirementsforCFC/HOLD/SFCRFIDSystem

After the full implementation of the CFC/HOLD/SFC MMD in your area, that means all the member in the chapters has been
encoded in the MMD the next step is to have the RFID for all members in the Area. RFID cost P100 with Case and ID Sling.
Requirement for the RFID is the Picture.

Here are some guides for your areas Photo Shot. An area can do this in any gathering (sector/cluster/chapter) as long as there is
somebody who knows how to take pictures in the area and has the equipment.

Basic Equipment needed to set up a PhotoShot:

1.) Digital Camera at least 6 Mega Pixels
2.) Laptop (optional)
3.) Camera Tripod (optional)
4.) Lights (Optional)
5.) CD/DVD to save the pictures and send to CFC IT Office.

Other Requirements:

Background: Any plain solid background of any color,
Preferably blue for CFC and SFC,
Yellow/gold for HOLD and maroon/red for SOLD.

Size: At least 3 mega pixels
At least good or high quality
(please use digital camera, do not use webcam or cellphone)
At least 200dpi or higher

Folder: Please group the photos accordingly; we prefer that you group them by chapter
Or you may follow this format: Province >Sector name >Cluster Name >Chapter Name
For sector/provincial Mission Core, please group them under MCG folder

Filename: Please specify the Lastname and Firstname
If couple, you may just use the husbands name
e.g. DelaCruzJuanJ r, GallanoCesar, AquinoBenignoIII

Cropping/Cutting: you may crop or cut the picture by yourself,
that will save us time and effort,
but it should be not smaller then 2inch x 2inch (200dpi)

We recommend that you conduct photo shoot during a gathering. You may take photos by couple to save time and effort, just
make sure that the photo can easily be cropped and save per individual, not per couple.

We recommend using software assisted capture such as Canon RemoteCapture or Nikons Camera Control Pro, these softwares
will help you organize your captured pictures with less effort. (Not all cameras are supported, a free installer CD usually comes
with your digital camera package.)

Please put all pictures in a CD or DVD and mail it to

Manny Gutierrez
Couples for Christ Global Mission Center,
349 Ortigas Ave., Greenhills East, Mandaluyong City

J anuary 2011 onwards please Mail it to
Manny Gutierrez
Couples for Christ Global Mission Center,
156 20
th
Avenue, Cubao, Quezon City.

Once your data in the MMD is complete, we can start processing your RFID. If not, we may have to wait until it is complete
because we need the ID numbers that will be generated by the system upon your encoding.

We will not accept individual pictures; kindly gather all pictures from your chapter/area before sending it to us. Printing
IDs is just one of our many tasks, so please bear with us. And dont forget to contact us before and after sending your pictures. If
you have better ideas and suggestions, please let us know. Email us at cesargallano@yahoo.com or call/text at these numbers:
0922-826-3480 or 0917-557-4868.
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22 HOLD MMD



















For Technical Support
Contact
Cesar Gallano
Email Address: cesargallano@yahoo.com
cesargallano@cfcglobaldata.com
Cellphone (Globe): 0917-557-4868
Cellphone (Sun): 0922-826-3480
Office (Direct Line): (02)726-0549
Office (Trunk Line): (02)727-0681 local 37