appendix k: course folder labels - indigou3a.weebly.com · 31/03/2016 · 31 march 2016 page 65...

31 March 2016 Page 65

APPENDIX K: Course Folder Labels

Printing Labels to be put on the Tutor’s Folder Step 1: From the Membership system logged in as an Administrator go to the Go to “Reports” and select “Download

Occurrences CSV” file

A window will appear at the foot of the screen

Step 2: Click on the “Save” arrow and “Save As” Downloads/MASS Excel/Occurences.csv

Step 3: To retrieve the Labels go to “Documents/My Documents/MASS Membership System” double click on the file

Course Labels latest.docx . Click on “Mailings” and “Select Recipients”

Step 4: Click on “No” and the following Screen will appear


Step 5: Click on Mailings and then click on Select Recipients


Step 6: Click on “Use Existing List”

Step 7: Click on Downloads/MASS Downloads/Occurences.csv Check that the file date is today’s date then Open

The following window may appear

Step 8: If this should occur Click OK


U3A Membership Manual

Step 9: The page content will change to show the fields that are to be merged to produce the Courses labels

Step 10: Click on “Preview Results” check that all the information is present and displayed correctly



Step 11: If the labels are correct then click on “Finish & Merge” and load Avery L1762 labels in the printer. Test print

by selecting “Current Record” if OK select “All”

On completion of the print run close the Window and click on “Don’t Save”

APPENDIX L: Emergency plan for Power and/or Internet Outage

Plan for the Membership System in the event of a power of Internet outage

If the power or Internet failure is prolonged then you will have to revert to a manual

system.

The Documents required are:

Copy of the Course Listing (replace monthly)*

Membership Listing (replace monthly)

Courses with Vacancies Report

Course Daily Date Calendar

Enrolment forms

Course Enrolment Forms

Receipt Book

The “Red Book” to record other changes to Member’s details or Courses.

The Reports need to be replaced each week. Possibly when the current reports are replaced

they can be placed in a “Power Failure” folder somewhere where the Reception staff can

locate it.

*The Course Brochure can be prepared from the Icon “U3ADocOMatic” on the

desktop if the software is authorised and installed



APPENDIX M: Course Booklet and Badge production

If the Software is installed the DocOMatic icon will be on the Desktop. Follow the prompts particularly the Start and End dates and produce the booklet file which can be printed. The software can also be used to produce Member Badges with various filters such as only for a member Type or for a range of member numbers To install the software contact: [email protected] or [email protected] to make inquiries regarding software fees etc.

mailto:[email protected]



31 March 2016 1

APPENDIX N: Google Analytics

Implementing Google Analytics for U3A Websites Your U3A website is now implemented. You might have created a few pages using HTML codes, or you might have

used WordPress for a more flexible and consistent website. You have also implemented the SMMS system to

manage members. Regardless of the method you use, adding Google Analytics function to your website provides

useful information about how useful your website is.

Benefits of using Google Analytics Google Analytics is a free service provided by Google. It provides statistics on the accesses to your website. The

statistics will tell you:

Who visits your website, as in which country they are from, what language they use

What they do when they are on your website. You can see how long users stay on your website, which pages

they access, and in what order.

How often they visit your site.

How much interest there is in your site.

From a U3A point of view you can then determine which pages of your website have the most or have very little

interest. You can tell which pages are not visited. You can see which path visitors followed to get to your website

material.

After you implement the SMMS system, the website statistics can be extended to cover SMMS usage. Then you will

be able to tell how many visits there are to the list of classes for example, and whether such visits resulted in an

enrolment or in a new member.

Standard Google Analytics Reports There are a number of reports available in the Analytics website. Here are two of the most useful and most basic

reports.

Audience Overview

The first report is displayed when you log onto the Analytics site. It shows the rate of accesses to your website by

day over the last month. It shows how many visitors were new and how many were returning visitors.



Users Flow

The Users Flow report shows which website pages were accessed, and in which order. In the example below, most

of the accesses to the web pages started at the home page “/” and then went to /courses.

Getting Started with Google Analytics

The steps you should go through to implement Google Analytics are:

1. Create a Google Analytics account.

2. Define your website to the Analytics account.

3. Generate and copy the tracking information in Analytics.

4. Paste the tracking information and code into your website.

5. Wait a few days to see the generated reports.

Create a Google Analytics account

Go to the website http://www.google.com/analytics/standard/ Click on the sign up for free button. Note that

Analytics Premium costs money. Only the Analytics function is free.

Create an account. It is recommended you create an account based on your U3A, perhaps tied to the Secretary or

Webmaster, rather than yourself. If you create an account in your personal name, then when you leave the U3A, or

leave the committee, it might be difficult to pass your account to another person. This is especially true if your

analytics account is also associated with your personal Gmail account.

Sign in to your new account. Select the Admin tab. In the ACCOUNT column, select or create a new account, which

will be the name of your U3A.

In the PROPERTY column, create a new property. Select Website and enter the website name e.g.

www.example.com. Fill in the other requested details, including the reporting time zone.

Get the Tracking ID

http://www.google.com/analytics/standard/

http://www.example.com/



Click on Get Tracking ID or Tracking Info.

You will be provided with a Tracking ID, which looks like UA-12345678-1. Below the ID is the tracking code which is

what has to be sent to users browsers in every web page from your site. The code looks like:

<script>

(function(i,s,o,g,r,a,m){i['GoogleAnalyticsObject']=r;i[r]=i[r]||function(){

(i[r].q=i[r].q||[]).push(arguments)},i[r].l=1*new Date();a=s.createElement(o),

m=s.getElementsByTagName(o)[0];a.async=1;a.src=g;m.parentNode.insertBefore(a,m)

})(window,document,'script','//www.google-analytics.com/analytics.js','ga');

ga('create', 'UA-12345678-1', 'auto');

ga('send', 'pageview');

</script>

The tracking code you are presented with will of course have your unique Tracking ID instead of the example UA-

12345678-1 shown in the code above.

Copy the Tracking code, including the <script> and </script> tags. The tracking code is to be pasted directly into your

website. Do not paste this code into MS Word or similar programs. MS Word could change the quotes into smart

quotes and completely disable the tracking code.

Add the Tracking ID to SMMS

You will need access to the SMMS website directories and files. For this you will access the directories using cpanel

and cpanel’s file manager. Navigate to public_html/members/includes and open the file inc_googleanalytics.php for

editing.

Paste the tracking code into the file after the last line, and save it. Don’t paste your code into the comments area at

the top of the file. The comments area is bounded by /* and */.

Testing the Tracking Code

Now go to your SMMS website and refresh the home page. Right click on the footer line “U3A Network Vic INC

membership management system provided under license from Soft Sys” and select “Inspect Element”.

After expanding the paragraph element <p>, you will find <script>(function(i,s,o,g,r,a,m)

{i['GoogleAnalyticsObje… This confirms that your tracking code has been sent to your browser.

Visit a few pages in SMMS to ensure there is some web traffic. Wait 24 hours or so, and then sign back into Google

Analytics. You should now see some graphical information describing your recent website access.

http://www.google-analytics.com/analytics.js%27%2C%27ga%27)%3B

http://www.google-analytics.com/analytics.js%27%2C%27ga%27)%3B



Appendix O Windows 10 and Email links If you put "Default" in the Start Menu search box and select "Choose default Apps by protocol" it is possible to change

the "Mailto" to the appropriate mail system. The change works for all Browsers.

Appendex P System administrative activities August to December Introduction

A number of operations have to be done by the Systems Administrator to prepare for the next Calendar year. This

document sets out what activities took place at U3A Nunawading between August and December 2015.

Decision Framework

A number of issues have to be resolved early. They include:

Membership Fee for 2016

What Courses will be run in 2016 (Note 1. 90% of courses running in 2015 at Nunawading will run again in 2016.

However this requires confirmation from the Leader/Tutor and the Course Co-ordinator. Finalisation of Courses for

2016 must be complete by end October 2015 to allow all courses to be entered on the system and printing and mail

out of the Course booklet in December).

Parent Codes and numbering need to be determined. (Note 2. At Nunawading we created two types of Parent

Code, for example ART and ARTR. Popular courses –those, where the waiting list is longer than the number in the

class, were put in an R classification. Parent codes with R had a restriction that only one Course could be chosen in

that parent code. Codes numbering was done in even numbers so that if a class was inserted late in the process it

could be put in alphabetical order using a odd number code. Some classes were given a zero maximum where a skill

requirement meant the Leader/Tutor wanted to choose who was in their class (for example, if you have a French

class reading Proust you do not want any beginners enrolling). Initially three 2016 Courses overall could be chosen (

90% of Members have three or less Courses)

Admin Date Range needs to be altered so that it runs from 1 Jan 2015 to 31 Dec 2016 to allow entry of 2016

Courses.

Key Dates need to be determined. At Nunawading the decision was made that the main enrolment would be done

between Nov 17 and Dec 4, after which the office will be closed until mid January. A consideration was that those

enrolling on line but wishing to pay in the Office be given a fortnight to get to the office to pay. Early enrolment was

Nov 10. Consequently the following was agreed:

After the second week of Term 4 no new Members would be accepted for 2015. The System was taken off-line

October 20 and Rollover was done before the end of October. Course Co-ordinators with Admin 1 or 2 status could

still get access for the purpose of accessing Class Lists and Class attendance lists and emails. The Treasurer needs to

be given Admin 1 status since the Treasurer admin status does not provide access off line.



Roll-over and System Settings

Activity Comment

Member Categories Prior to Roll-over check that those Member categories receiving free enrolment (at Nunawading Hon Memb and Hon Memb Tutor, are ticked as free in the Member types). Check that you have correct assignments of Hon Memb Tutor and Hon Memb.

Set the Membership Fee to that agreed for 2016

Trap Enrolment next to Member type is listed a No Enrolment. To allow enrolment an N needs to be in the column. It is a double negative which can cause confusion.

When you roll-over those marked zero fee and ticked free will be made active for 420 days from the date of the roll-over. If the roll-over is done end October they will be active until end 2016. This allows them to enrol in Courses without having to pay any membership fee.

SUBS CODE AND ENROLMENT DAYS Create 16SUBS Code with a start date of 1/1/2016 and an end date of 22/12/2016.

The 15SUBS Code has a start date of 1/1/2015.

Enrolment Days – Set to 300

The enrolment days number operates as follows: If set at 300 and the early enrolment date is Nov 10, on Nov 10 it looks back 300 days to Jan 14. Noting this is after the start date of SUBS2015 it picks up SUBS2016 which has a start date after January 14 2015.

Note that if a U3A wanted to undertake enrolment for 2016 after the end of Term and wanted to continue taking new member subscriptions for 2015 right up to end Nov, the enrolment days would have to be set to 330. However it is strongly recommended not to do this since the office would have to be open for payments up until Christmas.

Rollover There should be a back up of the System prior to Roll- over just in case problems arise. The system must be offline.

Roll-over makes inactive all ordinary Members. As stated above those marked zero fee and marked free are active until end of 2016 if roll-over is done at the end of October

Checks

After Roll-over run reports to check that all ordinary Members are now inactive. Check the status of those that were marked zero fee and free.

After Roll-Over.

Activity Comment

Member Date Range At the time the 2016 Course Booklet is made available (on the Website, and printed copies mailed out) set the Member Date Range 1/1/2016 to 31/12/2016.

Members will no longer be able to see 2015 Courses

Remove the tick in the Enrolments Allowed in Systems Settings/Options and put the system back on-line

Members will be able to see the 2016 Courses but will not be able to enrol.

Check those that are being given early enrolment privileges are correctly marked prior to the early enrolment Date.

There Member details should have been edited to allow early enrolment.



A day before early enrolment Nov 9

Take the system off line. Change the early enrolment date to the current date; tick Enrolment allowed. With a Test member marked for early enrolment check it is working. If it is working remove the tick in Enrolment allowed and put the system back on-line and reset the early enrolment date to the following day.

If it does not work the most likely issue is the enrolment days number is incorrectly set.

Early Enrolment Day. Nov 10 Take the system off line at 8am and tick Enrolment allowed. At 10pm untick Enrolment allowed and put the system back on line.

Enrolment Day Nov 17 – Turn enrolment by putting a tick in the Enrolment allowed box at 9am on the morning of enrolment.

Ensure you have enough PC Stations and trained staff at Silver Grove to manage the workload of assisted enrolments.

It is difficult to assess the assisted volume. 15% of our membership (300) has no email address. Probably as many again lack confidence on-line. We are operating seven PC assist stations with trained staff.

Payment Processes at Silver Grove

Activity Comment

The assist process at Silver Grove will not use PayPal because it is too slow and tedious to enter all the information associated with Credit Card payment. Two invoices will be printed and Members will pay at the desk by Cash/Cheque/Credit Card.

If the Assisted person has PayPal account and knows their password PayPal could be used but it is unlikely that those who are not confident at operating on line will have a PayPal account.

For those who have operated on line but chosen to pay at the office two copies of the invoice are required. If the Member comes in without two copies they will have to be printed off.

All payment processes at Silver Grove will be supported by the normal receipting process.

This is a double up but it is the safest option.

Note. For those paying on line and using PayPal there is a delay of 5 to 30 seconds before the Member details

update to paid. If a Member ask about this tell them to log off and log on again. It should be Ok when they log on

again. Don’t ask them to refresh –most have not a clue how to do it.

At the End of Term 4

Activity Comment

Set the Admin Date range 1/1/2016 to 22/12/2016

Alter the Restrictions so that the Maximum Courses is Set to Six and R Course are set to 3.

For Zero Maxima Courses get the Leader/Tutor to provide



After Roll-Over.

Activity Comment

Member Date Range At the time the 2016 Course Booklet is made available (on the Website, and printed copies mailed out) set the Member Date Range 1/1/2016 to 31/12/2016.

Members will no longer be able to see 2015 Courses

Remove the tick in the Enrolments Allowed in Systems Settings/Options and put the system back on-line

Members will be able to see the 2016 Courses but will not be able to enrol.

Check those that are being give early enrolment privileges are correctly marked prior to the early enrolment Date.

A day before early enrolment Nov 9

Take the system off line. Change the early enrolment date to the current date; tick Enrolment allowed. With a Test member marked for early enrolment check it is working. If it is working remove the tick in Enrolment allowed and put the system back on-line and reset the early enrolment date to the following day.

If it does not work the most likely issue is the enrolment days number is incorrectly set.

Early Enrolment Day. Nov 10 Take the system off line at 8am and tick enrolment allowed. At 10pm untick enrolment and put the system back on line.

Enrolment Day Nov 17 – Turn enrolment on at 9am on the morning of enrolment.

Ensure you have enough PC Stations and trained staff at Silver Grove to manage the workload of assisted enrolments.

It is difficult to assess the assisted volume. 15% of our membership (300) has no email address. Probably as many again lack confidence on-line. We are operating seven PC assist stations with trained staff.

Payment Processes at Silver Grove

Activity Comment

The assist process at Silver Grove will not use PayPal because it is too slow and tedious to enter all the information associated with Credit Card payment. Two invoices will be printed and Members will pay at the desk by Cash/Cheque/Credit Card.

If the Assisted person has PayPal account and knows their password PayPal could be used but it is unlikely that those who are not confident at operating on line will have a PayPal account.

For those who have operated on line but chosen to pay at the office two copies of the invoice are required. If the Member comes in without two copies they will have to be

a list of who is to be accepted and accept them. For those without Email get the Leader/Tutor to contact the individual.



printed off.

All payment processes at Silver Grove will be supported by the normal receipting process.

This is a double up but it is the safest option.

Note. For those paying on line and using PayPal there is a delay of 5 to 30 seconds before the Member details

update to paid. If a Member asks about this tell them to log off and log on again. It should be Ok when they log on

again. Don’t ask them to refresh –most have not a clue how to do it.

At the End of Term 4

Activity Comment

Set the Admin Date range 1/1/2016 to 22/12/2016

Alter the Restrictions so that the Maximum Courses is Set to Five and R Course are set to 2.

For Zero Maxima Courses get the Leader/Tutor to provide a list of who is to be accepted and accept them. For those without Email get the Leader/Tutor to contact the individual.



Appendix Q Tutors Access to the Membership System This is for Tutors and Advanced Tutors

Second Tutor Using Systems Settings/Labels/Course - by putting Tutor 2 in the label box (labelled Tutor 2) it will add in the option of having a second Tutor associated with the Course. By going to View Courses and clicking on Edit next to a Course a second Tutor box will appear allowing the second name to be entered. If setting up a new Course, the second Tutor box also appears.



Appendix R Increase the file size of attachments allowed in the Send emails. This is for Sites that cannot send larger attachments.

On some sites the attachment uploads and sends ok and not on another site.

When about to send (from Send Emails) - after clicking on eg Send Active Emails.

1. You will see the file uploading usually on the bottom left as a %

2. You will see a message saying that the file eg The file BD EDIT E-Voice April 2016.pdf found to send

3. Click on Yes you will get these messages on the main screen:

Sending emails from U3A Mornington Inc. [email protected]

If you selected an attachment, the file type must be valid.

1 records found to process

The file BD EDIT E-Voice April 2016.pdf exists

4. The last line must appear if the attachment is being sent.

5. If this does not appear it may be that you do not have the PHP settings correct for:

"upload_max_filesize" and maybe "post_max_size"

6. Run the Miscellaneous menu - PHP Settings. Scroll down to the core section and find "upload max_filesize"

setting. Mine says 64M. Another site said 2M. My "post_max_size" says 16M.

If the above is not high enough have the ISP increase these or do it yourself via the CPanel if you are allowed.

Here is a link to how to do it from Siteground:

https://www.siteground.com/kb/how_to_change_the_value_of_a_php_setting/


http://www.siteground.com/kb/how_to_change_the_value_of_a_php_setting/