Church Administration and Management Software

Church Administration and Management Software (OlotuChurch) A proposal for All level of Church Administration Olotu Software Technologies 2 Khana Street, Port Harcourt Rivers State Nigeria Tel: +234 803 660 2512, +234 84 880 420 E-mail: info@olotusoft.com www.olotusoft.com 1

Table of Contents Introduction... 4 Modules... 5 Centralized Management... 5 Super Admin... 6 Members... 6 Families... 6 Groups... 7 Projects... 7 Events... 7 Announcements... 8 Births... 8 Deaths... 8 Weddings/Marriages... 8 Baptism... 9 Offering... 9 Tithe... 9 Donations... 10 Fundraiser... 10 Pledges... 10 Deposits... 11 Accounts... 11 Account Transactions... 11 Communications... 12 Discipline... 12 Reports... 12 Optional Utilities... 13 Benefits... 14 Overview... 14 Super-Admin benefits... 15 Administrator benefits... 15 Management Benefits... 15 2

Staff Benefits... 16 Members Benefits... 16 Packages... 17 OlotuChurch Standard Edition:... 17 OlotuChurch Standard Edition (SE-1):... 17 OlotuChurch Standard Edition (SE-2):... 17 OlotuChurch Enterprise Edition:... 17 Services on Olotu Church... 18 Implementation:... 18 Customization:... 18 Support:... 18 Training & Documentation:... 19 3

Introduction OlotuChurch is a complete church administration system with a lot of features and functions to enhance the management and administration capabilities of a church. It incorporates best practices and result-oriented methods thoroughly researched to improve the productivity levels of staff/members and churches. OlotuChurch improves the quality and administrative effectiveness of churches and religious organizations, by empowering members, administrative/management staff with real-time information, relevant assessment tools and access to religious resources online. The several benefits that inevitably accrue from implementation of OlotuChurch will lead to a perceptible improvement in organizational work-culture. The solution is suitable for all range of religious organizations. OlotuChurch is a complete web-based system and can be deployed on the internet or intranet for Administrators, Church Management, Families and Members. OlotuChurch is Multi user, Multi branch Centralized Church Administrative & Management Software. OlotuChurch enables churches and their branches to record, access report and manage their members & employee data and performance records in real-time. OlotuChurch is Effective, Efficient, Integrated and a Comprehensive Management Solution for any Religious Institution like churches, fellowships, ministries, etc. OlotuChurch is less expensive and very effective communicative tool for an entire church community in real time. Total cost of implementation is drastically reduced because you need less hardware and eliminate many maintenance tasks associated with legacy-based systems. It is also designed by an indigenous company (in Nigeria) that offers 24/7 technical support to assure you the maximum use and productivity results. 4

Modules Centralized Management Super Admin Admin Users Members Families Groups Projects Events Announcements Birth Registry Death Registry Wedding Registry Baptism Offering Tithe Donations Fundraiser Pledges Deposits Accounts Account Transactions Data / Reports Communication Optional Utilities "OlotuChurch, works with your current systems and leverage existing technology. It would centralize the mountains of data related to members and automate routine church activities and administrative functions. It meets the communication and information needs of the entire church community in real time. And, it is utterly simple for everyone to use. It s also built in with an on-line help that will assist users of the system (members, staff, ministers, admin, etc). The program gives the user the ability to print out the help documentation for future references. The details of the several modules that come with OlotuChurch to make your church a complete automated system are: Centralized Management Provides solution for management to access the records of churches in a group. Access and check the performance of members, church employees and their branches. Secured Centralized database for multiple branches. Set Church information Edit and configure the general software features Create Branches/churches. Create Administrators for branches/churches. Check various reports of branches/churches. 5

Super Admin Tracks all the branches of a church from a single location. Easily access the records of any member or staff at anytime and anywhere. Access and check the performance of members, employee for multi branches Provides help/support local users of the software and get first hand contact help with the software providers. Manages multiple branches from a single location. Create administrators for different branches and assign work for them Access Administrators, staff and member information on a click. Server Administration and Local Support manager Create users for the different branches and departments. Members Maintains Information of all members. Pertinent information on current and former members. Adds member records directly to your church database. Searches member details to view/edit/delete. Modifies member details. categorize members (visiting, registered, partners, etc) Deletes member details from church database & Transfers member. Families Register families as a group of members Generate reports to show linked relationships between members Add/Edit/Delete family info in the database. Organizes members of the family and their family roles Searches members as family members/based on relationships. 6

Groups Register a church group (e.g choir, media, ministers) Organize members under the selected/created group. Generate reports to show linked relationships between members and their groups. Add/Edit/Delete/View groups info in the database. Organizes members of the groups Search members of groups and edit affiliations. Projects Create church projects/outreach Organize members/partnering participants under project Generate reports on project, its events and participating members especially outside the church staff. Add/Edit/Delete/View Projects. Organizes members/volunteers/partners/sponsors of the project Search and generate reports on projects. Events Create and manage church events info Generate church calendar and create the easy of setting up future events and also produce first-hand centralized info on the details of events. Set events properties and associated factors (e.g members, minister, venue, etc. Generate reports to show linked relationships between events Add/Edit/Delete/View calendar of church/group events. Organize special participating members (e.g Guest speakers/artists) Search and report on events and their details. 7

Announcements Register church announcements Track the announcements details and updates Generate reports on all announcements for the week/month/year. Add/Edit/Delete/view announcements Search and generate reports (announcement sheets). Births Register new births of church families. Maintain records of birth Generate reports on child births in the church Add/Edit/Delete/View child birth info. Generate reports. Deaths Register deaths of church members. Maintain records of deaths and their details Generate reports on deaths in the church Add/Edit/Delete/View death info in church database. Generate reports. Weddings/ Marriages Register weddings in the church. Maintain detailed records of weddings and sponsors Generate reports on weddings in the church Add/Edit/Delete/View wedding info. Link wedding info with church events and members/families involved. Generate reports/printable wedding sheet detailing the wedding and its participants. 8

Baptism Create records of baptism events in church Maintain records of all baptized members Generate reports on baptism in the church Add/Edit/Delete/View baptism events. Link members to baptism to show as baptized in the church Search and generate report on all baptism related data in the church. Offering Select events and document the offerings collection Create different types of offering collections. Maintain records of offerings and the amounts Generate reports on offering collections in all events and branches of the church Add/Edit/Delete/View offering collection info. Organize offerings under the events and select/create the types of offerings. Generate reports on offerings. Tithe Select members and register their tithe collection Maintain records of tithes and the amounts Generate reports on tithe collections in all events and branches of the church Add/Edit/Delete/View tithe collection info. Generate reports on tithe by members, event, date, etc. 9

Donations Register donations made by members in cash or material Create a donation platform for members to participate in Generate reports on donations made by members/groups in a church or branches of the church. Add/Edit/Delete/View donations. Create different types of donations and organize the collection under the types. Generate reports on the donations by members, events, projects, branch, etc. Fundraiser Register unique fundraising events Create a fundraising platform for members to participate in Generate reports on fundraising made by members/groups in a church or branches of the church. Add/Edit/Delete/View fundraising projects Link events, projects, members, groups, etc to show the details of the fundraising event. Pledges Register pledges made by members in cash or material Create a pledging platform for members to participate in Generate reports on pledges made by members/groups in a church or branches of the church and the status (if redeemed or not). Add/Edit/Delete/View pledges. Create different types of pledges and organize the collection under the types. Generate reports on the pledges by members, events, projects, branch, etc. 10

Deposits Record financial deposits made by members or none members which are not usually under the other types of financial activities. Generate reports on deposits made by members/groups in a church or branches of the church. Add/Edit/Delete/View deposits. Select an account to hold deposits Search and Generate reports deposits. Accounts To create accounts to manage financial activities To monitor account balances for all transactions To give rel-time info on the financial status of the church. Add/Edit/Delete/View Accounts. Create different types of accounts and map financial activities to different accounts. Search and Generate reports on the accounts. also by branch, etc. Account Transactions Record cash transactions made from accounts (e.g Petty Cash) Transfer cash between accounts Monitor deposit and payment vouchers to members, staff, church clients, etc. Generate reports on all financial transactions. Add/Edit/Delete/View account transactions. Search and generate reports for all transactions. 11

Communications Create a mailing service within the church (doesn t require internet) To Send SMS individual and bulk to members, groups, etc. To create and send newsletters to members via internet mail, etc Send and receive mails Send SMS to members, staff, and groups. Discipline Improve discipline by maintaining member accountability. Instantly access any member's complete disciplinary history when speaking with other members, staff or non-members. Create incident reports containing multiple discipline incidents. Document multiple discipline incidents, follow-up actions, pastor s comments, incident locations, and involved members and staff. Automatically track outstanding penalties members owe for single incidents or annual penalty totals. Print member discipline histories. Track disciplinary processes from infraction, to action, to closed status. Add/Edit/Delete Records. Reports. Reports Manages, views and edits members, families and members-relationship data Customize reports for church financial statements and transaction Manage, view or print registry of birth, deaths, wedding, baptism, etc. Member Performance Report. Member Strength Report (participation wise). Church group reports Attendance Reports (member/teacher Wise). Disciplinary Report (Class Wise/Member wise). Financial Reports (by offering, by tithe, Overall,). Project Reports. Event Reports, etc 12

Optional Utilities Forum introduce online forums to allow interactive discussions, prayer request, online counseling, etc from members and church as deemed useful or necessary by the church authority. Email - send and receive mails with or without internet service. Message board post information for all members, all teachers, all parents, etc. News integrate software with local newspapers especially in library. SMS integrate to send and receive SMS as alerts, news, information, reminders, etc. POS Point-Of-Sale system for sales of items in the church (e.g book shop, branded items, etc.) Add/Edit/Delete/View death info in church database. Generate reports. 13

Benefits OlotuChurch helps improve the quality and effectiveness of the church by empowering members, staff and leaders/management of virtually any church of any size with real-time information, relevant assessment tools and access to religious resources online. The church leadership, secretaries and administrators use OlotuChurch to manage member records, handle enrollments, schedules, reports etc. The staff and management of the church can also use OlotuChurch to communicate with members and monitor their performances and participation in church-related activities. Overview Cost-effectiveness OlotuChurch reduces cost by improving automation which helps to increase revenues by saving labor & time. Different packages are designed to server the product in a cost-effective manner, therefore the church can purchase the software in modules as deemed most necessary given their size and needs. OlotuChurch saves time and money, OlotuChurch allows two or more users at the same time to change schedules, update profiles, and edit members, families, financial, group, events, attendance information, etc. Accomplish your five day task in just a CLICK! Monitor a multitude closely in just a GLANCE! Think of it, with OlotuChurch you ll have greater focus on church activities and the growth of the church and less on time consuming administrative functions. Improved Quality of interaction between leaders staff/church, member staff, staff- staff. The powerful feature of tracking Member & Staff detailed history of performance and participation, is a unique feature and provides valuable information to the church leaders with click of the mouse from anywhere any time. With OlotuChurch your church will become better organized and enhance productivity by improving work Flow, Faster information flow, response-based decision making, error free, minimal duplication of work, etc. A well-designed, comprehensive, on-site training program and postimplementation support ensures quick ramp-up and a high level of user acceptance. OlotuChurch have the facility of providing the application under your church s own URL/website. This gives your Church its individual brand presence because of its independent web-application. Project to the outside world a responsive, organized, modern face of the church. OlotuChurch has endless customization options and online upgrade, patches and fixes. It would centralize the mountains of data related to the church and automate routine activities and administrative functions. 14

It meets the communication and information needs of the entire church community in real time. OlotuChurch is one of the best investments an organization can make, especially in today's economic situation, where it is vital to optimize the viability of every movement and reduce waste wherever possible. Super-Admin benefits Track all branches of your church from a single location. -Multi branch feature. No more tiresome traveling to branches. Super-Admin can Create administrators for different branches and Submit various tasks to them and manage the branch activities online. Super-Admin can access Administrators, users, settings, staff and member information just at the click of a mouse. "Super admin can Set standards by redefining the modern church management system - OlotuChurch " Administrator benefits Avoids surprises with anytime, anywhere access to member records. Set the Auto SMS/Email. To send confirmation/alert to members upon registration, payment defaults, disciplinary action, member reports/status, church schedules, etc. Document multiple discipline incidents, follow-up actions, comments, incident locations, and involved members or/and staff Create any kind of report with easy, instantaneous access and an intuitive report-writing function. Direct access to every piece of First-Hand Information allows you to accurately pinpoint source of problems such as pilferage & wastage. Gain time for better management and that's what it's all about! Management Benefits Just by click, management can know the details of their members anytime, anywhere, any day. Staff can stay connected anywhere in the world as they have access to OlotuChurch with their private username and password (requires internet connection). Real-time access to projects, attendance, accounts, groups, events/schedules and other activities. Management is better prepared to help staff with activities as they can see what is scheduled and when it is due. Easily send message to your members, families, groups, etc. Receive announcements and reports in time through email, news, memo message board, etc. Automatic reports and alerts through SMS and email can help you follow-up on church activities and plan better for engagements. 15

Staff Benefits Your Staff needs less training because the browser-based interface is easy to use and intuitive for everyone who has ever used the internet or computer. OlotuChurch is truly a point-and-click solution. With OlotuChurch, you finally have single-source data entry capabilities, every one saves time using it. Can send SMS or emails to members, families, groups and other contacts. OlotuChurch has the effective and efficient communication tool. Automatically track outstanding pledges/penalties members owe for single incidents or annual pledges/penalty totals. Instantly access any member's complete disciplinary history when speaking with parents or security teams Print itemized statements, invoices and receipts with check numbers and record payments throughout the year Quickly and easily produce the events attendance charts or event summary reports. Member tracking becomes easy, can assign them tasks, view reports & Records, etc. Members Benefits Members can view & update their profile online (requires webportal). Know exactly how they are doing by check their membership details, participation and performance. Check Church calendar, assignments, event schedule, holiday list, announcements, and what is going in church generally. Can participate in opinion polls & auctions on the church website. Stay in touch with the people who can help them growth in faith and participate better in church. Additional tools for integration like the online forums, social media, chats, and web-mail makes OlotuChurch a complete system that helps keep members in the "thick of the things.... 16

Packages OlotuChurch Standard Edition OlotuChurch Enterprise Edition OlotuChurch Standard Edition: OlotuChurch Standard Edition (SE-1): An intranet solution for churches where Administrators and Staff can use the software to manage member records, groups, event schedules and reporting. Note: This package does not support multiple branch/church option. This does not have member login and no communication options and no financial modules. Roles/Users: OlotuChurch Standard package will have the following login Administrator. User. OlotuChurch Standard Edition (SE-2): An intranet solution for churches where Administrators and staff can use the software to manage member/staff records, groups, event schedules, financials, reporting and communication tools. Note: This package does not support multiple branch/church option. This does not have member login. Roles/Users: OlotuChurch Standard package will have the following login Administrator. User. OlotuChurch Enterprise Edition: OlotuChurch provides a single, secure, centrally managed database structure that organizes stores and retrieves real-time information of all the branches of your church or groups. This program frees administrators from tiresome travel to different branches & gives them time for better management and that's what it's all about. Admins, Users, Staff & Members have separate access to the application, registry, financials and the included a website for remote access and support. The enterprise edition is practically the entire program outline/ features described above. Roles/Users: OlotuChurch Enterprise package will have the following login Super Admin (To manage multiple branches) Administrator. User/Staff. Members 17

Services on OlotuChurch Implementation Customization Support Training & Documentation Implementation: Provide free on-site or remote installation using remote desktop sharing options. We provide download of the application and installation guide, which will guide you step by step. We provide free online support for installation through live help and instant messengers. Onsite technical support, maintenance and installation will be provided with extra cost. Customization: One time free normal customization will be provided with OlotuChurch Enterprise Packages. Integrating extra features on request by customer (at nominal charge, purely based on requirements). We provide free change for Design i.e. look and feel of the application. OlotuChurch is best for Customization; it can be customized as per requirement. Free hosting of the church Website in our server for one year will be provided with Enterprise Packs. Multilingual feature can be made available for enterprise users in non-english speaking countries. Many successful customizations have been implemented with OlotuChurch, so churches with slight or major variations in operational methods can apply for such customization options. Customizations and extensions are executed rapidly and efficiently. Customizations will thoroughly be tested and can be installed either remotely or on site (onsite will be charged extra). We can work with you remotely or on site to create a solid functional and technical design. (Onsite will be charged extra). Support: You will get 6 months free online support. Support will be provided through phone calls, SMS, remote desktop connections, live help and instant messengers Free online and connectivity tools will be provided Onsite support will be charged extra based on man-hours. We also provide unrivaled support of our customizations 18

Training & Documentation: Thorough training by skilled technicians ensures that your staff will be ready to fully use the software. Remote training will be provided through phone calls, SMS, remote desktop connections, live help or instant messengers. Onsite training will be charged extra for training equipments and considering the number of individuals and level/modules of training sorted for. User manual will be provided with the application Free 6 months online training will be given for five users and one administrator. License will also be provided free with the application. For more information please call: 084-880420, 08036602512, and 08032326931 Or contact us online: info@olotusoft.com, www.olotusoft.com 19