The Mass Intentions Scheduling & Tracking (MIST) software program is designed to provide the easy entry, scheduling and tracking of all Mass intentions. Enabling staff to enter a request and instantly assign the request to a Mass using a requestor’s optional preferences and priorities. Staff can also easily assign a request manually. Once assigned, the requestor can be notified: in person; by printed mail or by automatically sending an email message; in up to three languages of choice. Requests can be filtered by donation received status, scheduling status, notification status and celebrated status. Staff can then print the Mass intentions for the upcoming weekdays and weekend. Donations are tracked and reported by month as Mass intentions are said. An automated calendar showing the Mass intentions past and future can be viewed and printed. The program supports: multiple users accessing a shared perpetual Mass calendar; easy Mass request scheduling changes; multiple celebrants, Mass locations, Mass types, and deceased indicators; adding one-time extra Masses for weddings, funerals, holy days, etc.; changes to the permanent Mass schedule(s); automated selection lists to reduce keying entry and errors; customized mail and email notifications.

Installation:

The program and database are a standalone and self-installing Microsoft Access set of files. Microsoft Access is not required to be installed for its use.

Single User Installation:

The files, MIST.accdb and MIST_be.accdb should always be located in the same folder and periodically copied (backup), together, to your back up media. Ideally, the files would be backed-up nightly.

Multi-User Installation:

Each user’s computer needs to have its own copy of the MIST.accdb file. The file should be located in the same named folder on each computer. The backend database file, MIST_be.accdb, should be located on either the network server computer or one of the workgroup computers along with a copy of the MIST.accdb file. The files must be located in a shared folder with update permissions granted to all users. The shared folder should be periodically copied (backup) to your back up media. Ideally, the files would be backed-up nightly.

The following steps should be completed prior to entering Mass Requests:

Open the program to display the Main Menu. Click on the Preferences, Settings and Reference Tables button.

The entry form is displayed and consists of the following tabs:

Reference Tables (enter the values for these lookup tables) Tab:

· Celebrants/Priests: Enter a new record for each celebrant. Include all Mass locations.

· Deceased Indicators: Use the samples supplied or add/delete/edit as needed. This will be displayed on printed Mass intention listings.

· Mass Languages: Enter the default and any other languages that may be used.

· Mass Types: Use the samples supplied or add/delete/edit as needed.

· Ministries (optional entry): Use the samples supplied or add/delete/edit as needed.

· Notification Choices: Use the samples supplied or add/delete/edit as needed.

· (Request) Received By (optional entry): Enter the staff name or initials or n/a if not used.

· (Request) Received Method: Use the samples supplied or add/delete/edit as needed.

NOTE: If desired, you may assign default values to be used for some of these by placing a check in the Default checkbox.

Parish Tab:

· Enter the particulars for the church: name, pastor, addresses, phone numbers and email addresses.

· The number of days to keep requests active once celebrated.

· What word or symbol to use to indicate a deceased person.

· Turn the auto-schedule feature on or off.

· The start date to begin the scheduling of requests. This date MUST FALL ON A MONDAY.

· The languages to use for requestor notification by mail or email. One, two or three languages are supported.

Locations Tab:

· Enter a particular Mass location: location name, pastor, addresses, phone numbers and email addresses.

· If there is only one Mass location you still need to enter that location. For multiple Mass locations click on the New button and enter the particulars for each location.

Mass Weekly Calendar Template Tab:

· Enter the Mass schedule for a week beginning with Monday and starting with the earliest Mass for each location. This template normally will be set up prior to program shipment. Contact Clar Software Services, LLC, for assistance with changes. Changes can be made to the template starting with a date you supply.

Notification Templates Tab:

Mail Notice tab:

· Return Address Section:

Complete the specifications requested as per the envelope in use.

· Addressee Section:

Complete the specifications requested as per the envelope in use.

· Mail text body:

Complete the mail text body for each of the languages in use.

The “Available Fields” listed on the right of the form (i.e. %Requestor%, %Intended%, %MassDate%, %MassTime%, %Location%, %Celebrant%, %Donation%, %ReceivedDate%, %ReceivedMethod%) are placeholders and will be substituted with the selected request’s actual values at the time of printing.

Email Notice tab:

· HTML Code checkbox: Check this box only if the message text is formatted for the Internet.

· From Email address: Enter the email address to be shown as the message sender.

· Email message Subject and text body:

Complete the mail text body for each of the languages in use.

Email Settings Tab:

· These settings normally will be set up prior to program shipment. Contact Clar Software Services, LLC, for assistance with changes.

Customization:

The Mass Intentions Scheduling & Tracking software program may be customized to meet needed functionality beyond that included in the standard program and database. A fixed price bid can be provided by Clar Software Services, LLC, before, during or after the program has been installed. The EULA will also apply to customizations.

Main Menu:

Mass Intention Requests:

If you are at the Main Menu and you wish to add new Mass Intentions or search through Mass Intention Requests click on the Mass Intention Requests menu button.

When you first open the Mass Intention Requests form you will be displaying the first request entered. If you have not entered any requests yet then you will be in add new request mode. Click the New button to add a new request. If you want to cancel this action (i.e. you want to look at another request or close the form) click on the Undo toolbar button (see red arrows). Fields with a yellow background are required entry. Fields with a red caption are filled-in by the software for you. Dropdown lists (see blue arrow) have a down key for making your selection. However, you may type the individual letters of the selection and if it matches a value it will automatically complete itself. Any of the checkbox type fields can be set to a check by typing a Y or y and unchecked by typing an N or n.

The Filters section allows you to track requests. You can filter out requests based on Donation being received; Intention being scheduled; Requestor being notified and Intention being celebrated. To clear the filters and display all requests click on the Reset button.

A requestor may have a preferred date, time, day, location, celebrant or language for their Intention. Use the Preferences section to attempt to locate a Mass that meets their request. Note: the Preferences section is not used and the request will not be scheduled if the Auto-Schedule on Save checkbox is not checked. This request would then need to be manually scheduled using the Mass Calendar menu item.

If the Auto-Schedule on Save checkbox is checked and an open Mass can be located that meets the preferences section the Intention is then assigned to the Mass and the Mass information is displayed in the Scheduled section.

To schedule the Intention to the first available open Mass leave the Preferences section black and have the Auto-Schedule on Save checkbox checked.

If you want to clear a scheduled Intention and the Mass date/time has not already passed then click on the Clear Schedule button. To re-schedule the Intention start as if you were entering a new request.

The Duplicate button can be used to open a new request and copy over most of the current request’s information

To delete the request it must not be scheduled. You then click on the Delete button and when you exit the request data will be transferred and can be displayed from the Archived Mass Intention Requests menu item.

To get helpful instructions in searching through the requests click on the Search Help button. The following dialog window opens:

If you want to sort the requests place a mouse click on the field you wish to sort on then click on either the A-Z (ascending) or Z-A (descending) toolbar button.

Searching or sorting requests does not cause any change to the data or how the requests are processed by the software.

When you use the Filters you can print a list of the filtered records by clicking on the Print button inside the Filters section.

Mass Calendar:

The Mass Calendar form is divided into a left and right pane. The left pane is very similar to the Mass Intention Requests form with one major difference. The Intention Requests can be Manually Assigned by you to a specific Mass. For instance, a request was unable to be Auto-Scheduled when first entered using the Mass Intention Requests form for some reason, say a Mass date was not open. The requestor then says to you to pick an open Mass as near to that date as possible. When you open the Mass Calendar form you see the unscheduled request in the left pane. Using the right and left arrow buttons on the right pane lets you move backward and forward in the Mass Calendar, and when you see an open Mass date you then click on the date to select it and then click on the Manually Assign button in the left pane to assign the Intention to that Mass date you selected in the right pane.

The Mass Calendar menu item also provides a method to insert an extra Mass date into the Mass Calendar. For instance, a wedding or funeral or holy day requires a one-time Mass to be said at a date and time not part of the normal weekly schedule. Add this Mass date by a click on the Insert Extra Mass button. Enter the Mass Date, Mass Time, select the Mass Type, and Location (these are all required entries) and the other fields as needed. When done click on the Save and Close buttons. Back on the Mass Calendar form you can now go to the right pane and move to the week of the extra Mass and see it ready to be scheduled. At this point you might enter the Intention for the wedding, funeral, etc. on the left pane and Manually Assign the Intention to the extra Mass.

Mass Notifications:

Print Weekly Mass Schedules:

Parishioners Ministries:

Print Mass Calendar Listing:

Print Financial Report:

Archived Mass Intention Requests:

Preferences, Settings and Reference Tables:

Exit:

Web Site Links:

www.mass-intentions.com
www.clarsoftware.com

Blog Link:

http://massintentionssoftware.blogspot.com/

I'm creating this blog for you to use as a way to communicate with each other and with me. Feel free to ask us all for help using the software; or you may have an unusual situation and would like to know how others may have handled it; or maybe there is a feature that you would like to see added to the software and want to get feedback from other users; or whatever may come up.

In any case, do not feel hesitant about speaking freely and letting others know what is on your mind.

This blog is also a way for me to understand those issues that are important to you.

So please join in!

Regards,
Ray Clar

How To’s – Quick Steps:

Transferring from paper to computer software:

This is one possible approach:

· Decide the Monday date to use, ie: 12/28/2009.

· Open your paper calendar to that week.

· Click the menu button for the Mass Calendar form.

· Move to the 12/28/09 week on the right-hand calendar side.

· Transfer the minimum information from the paper intention to the left-hand request side (ie: you will not likely do notification, so set to none, etc.).

· Click to select on the Mass Date and Time and Location row matching the paper intention on the right-hand calendar side.

· Click the Manual Assign button on the left-hand request side and check that the intention has been scheduled correctly on the right-hand side.

· Repeat transferring until all intentions have been transferred from the paper to the computer.

· If you have an extra Mass, holy days, etc. use the Insert Extra Mass button to add the row to the right-hand calendar side. Then enter the intention info from the paper calendar as a request using the same method as above.

· If you have holy days and need to change the Mass Time or whatever, first check the Block checkbox for the normal Mass Time and insert an extra mass with the revised Time, etc.

Enter a Mass Intention:

· Click on the Mass Intention Requests Main Menu button.

· The form opens in data entry mode, ready at the Intention’s Name.

· Enter all the fields with a yellow background (yellow means these are required entry).

· Enter the Requestor’s Scheduling Preferences and Priorities or choices.

· Enter the mailing address and/or email address and/or phone as required by the Notification Choice field.

· Enter the Donation or Stipend Amount and the date received.

· Enter the remaining data as necessary.

· Click on the Save button.

· If Auto-Schedule on Save is checked the request will be assigned to a Mass.

· Click on the Close button to return to the Main Menu.

Enter a Wedding or Funeral Mass Date and Intention:

· Click on the Mass Calendar Main Menu button.

· The form opens on the current week.

· Click on the Insert Extra Mass button which opens the form.

· Enter the Mass Date and Time.

· Select the Mass Type from the drop down list using the down arrow or by keying a W or F in the field.

· Select the Location from the drop down list field.

· Optionally, select the Celebrant and Language from the drop down list fields as necessary.

· Optionally, enter a Comment.

· Click on the Save button to save your new Mass.

· Click on the Close button to close the form.

· Enter the Mass Intention to be scheduled on the left-hand pane of the form.

· Leave the left-hand pane and now move to the Mass Intentions Calendar (right-hand side) of the form.

· Use the “Week of:” drop down list to select the week of the new Mass Date. Or use the Fast Forward buttons to move to the week of the new Mass Date.

· Mouse click to select the new Mass Date.

· Move back to the left-hand pane and click on the Manually Assign button to schedule the Intention.

· Click on the Close button to return to the Main Menu.

End User License Agreement (EULA):

Clar Software Services, LLC (herein known as the company) software license agreement:

Mass Intentions Scheduling & Tracking Software (herein known as the software) end user license terms:

RETAIL LICENSE TERMS

These license terms are an agreement between the company and you. Please read them. They apply to the software that accompanies these license terms, which includes the media on which you received it, if any. The terms also apply to any company

• updates,

• supplements,

• Internet-based services, and

• support services

for this software, unless other terms accompany those items. If so, those terms apply.

BY USING THE SOFTWARE, YOU ACCEPT THESE TERMS. IF YOU DO NOT ACCEPT THEM, DO NOT USE THE SOFTWARE. INSTEAD, RETURN IT TO THE RETAILER FOR A REFUND OR CREDIT. If you cannot obtain a refund there, contact the company serving your country for information about the company’s refund policies. In the United States and Canada, call (928) 541-1287 or see www.clarsoftware.com.

AS DESCRIBED BELOW, USING THE SOFTWARE ALSO OPERATES AS YOUR CONSENT TO THE TRANSMISSION OF CERTAIN COMPUTER INFORMATION DURING ACTIVATION, VALIDATION AND FOR INTERNET-BASED SERVICES.

IF YOU COMPLY WITH THESE LICENSE TERMS, YOU HAVE THE RIGHTS BELOW FOR EACH LICENSE YOU ACQUIRE.

1. OVERVIEW. These license terms permit installation and use of one copy of the software on one device, along with other rights, all as described below.

2. INSTALLATION AND USE RIGHTS. Before you use the software under a license, you must assign that license to one device. That device is the “licensed device.” A hardware partition or blade is considered to be a separate device.

a. Licensed Device. You may install and use one copy of the software on the licensed device.

b. Portable Device. You may install another copy on a portable device for use by the single primary user of the licensed device.

c. Separation of Components. The components of the software are licensed as a single unit. You may not separate the components and install them on different devices.

3. ADDITIONAL LICENSING REQUIREMENTS AND/OR USE RIGHTS.

a. Remote Access. The single primary user of the licensed device may access and use the software installed on the licensed device remotely from any other device. You may allow other users to access the software to provide you with support services. You do not need additional licenses for this access. No other person may use the software under the same license at the same time for any other purpose.

b. Media Elements and Templates. You may copy and use images, clip art, animations, sounds, music, shapes, video clips and templates provided with the software and identified for such use in documents and projects that you create. You may distribute those documents and projects non-commercially. If you wish to use these media elements or templates for any other purpose, contact the company to learn whether that use is allowed.

c. Font Components. While the software is running, you may use its fonts to display and print content. You may only

• embed fonts in content as permitted by the embedding restrictions in the fonts; and

• temporarily download them to a printer or other output device to help print content.

d. Multiplexing. Hardware or software you use to

• pool connections, or

• reduce the number of devices or users that directly access or use the software

(sometimes referred to as “multiplexing” or “pooling”), does not reduce the number of licenses you need.

e. Trial and Conversion. Some or all of the software may be licensed on a trial basis. Your rights to use trial software are limited to the trial period. The trial software and length of the trial period are set forth during the activation process. You may have the option to convert your trial rights to subscription or perpetual rights. Conversion options will be presented to you at the expiration of your trial period. After the expiration of any trial period without conversion, most features of the trial software will stop running. At that time you can continue to open, view and print any documents you created with the trial software.

f. Subscription Software. If you licensed the software on a subscription basis, your rights to use the software are limited to the subscription period. You may have the option to extend your subscription or convert to a perpetual license. If you extend your subscription, you may continue using the software until the end of your extended subscription period. See the software activation screens or other accompanying materials for subscription details. After the expiration of your subscription, most features of the software will stop running. At that time you can continue to open, view and print any documents you created with the

7. SCOPE OF LICENSE. The software is licensed, not sold. This agreement only gives you some rights to use the software. THE COMPANY and if applicable your manufacturer, reserve all other rights. Unless applicable law gives you more rights despite this limitation, you may use the software only as expressly permitted in this agreement. In doing so, you must comply with any technical limitations in the software that only allow you to use it in certain ways. For more information, see www.clarsoftware.com/MIS/. You may not:

• work around any technical limitations in the software;

• reverse engineer, decompile or disassemble the software, except and only to the extent that applicable law expressly permits, despite this limitation;

• make more copies of the software than specified in this agreement or allowed by applicable law, despite this limitation;

• publish the software for others to copy;

• use the software in any way that is against the law;

• rent, lease or lend the software; or

• use the software for commercial software hosting services.

8. BACKUP COPY. You may make one backup copy of the media. You may use it only to reinstall the software.

9. DOCUMENTATION. Any person that has valid access to your computer or internal network may copy and use the documentation for your internal, reference purposes.

10. NOT FOR RESALE SOFTWARE. You may not sell software marked as “NFR” or “Not for Resale.”

13. UPGRADE OR CONVERSION. To upgrade or convert software, you must first be licensed for the software that is eligible for the upgrade or conversion. Upon upgrade or conversion, this agreement takes the place of the agreement for the software you upgraded or converted from. After you upgrade or convert, you may no longer use the earlier version of the software you upgraded or converted from.

14. PROOF OF LICENSE.

a. Genuine Proof of License. If you acquired the software on a disc or other media, a genuine THE COMPANY proof of license label with a genuine copy of the software identifies software licensed under the terms of this agreement. To be valid, this label must appear on THE COMPANY packaging. If you receive the label separately, it is invalid. You should keep the packaging that has the label on it to prove that you are licensed to use the software. If you acquire the software without a disc or other media, your proof of purchase and any accompanying collateral from your merchant identifying the software is your proof of license. Proof of purchase may be subject to verification by your merchant’s records.

b. Upgrade or Conversion License. If you upgrade or convert the software, your proof of license is identified by

• the genuine THE COMPANY proof of license for the software you upgraded or converted from; and

• proof of purchase and any accompanying collateral from a merchant identifying the software you upgraded or converted to. Proof of purchase may be subject to verification by your merchant’s records.

c. To identify genuine THE COMPANY software, see www.clarsoftware.com/MIS/.

15. REASSIGN TO ANOTHER DEVICE. You may reassign the license to a different device any number of times, but not more than one time every 90 days. If you reassign, that other device becomes the “licensed device.” If you retire the licensed device due to hardware failure, you may reassign the license sooner.

16. TRANSFER TO A THIRD PARTY. The first user of the software may make a one-time transfer of the software, and this agreement, directly to a third party. The first user must uninstall the software before transferring it separately from the device. The first user may not retain any copies. Before any permitted transfer, the other party must agree that this agreement applies to the transfer and use of the software. The transfer must include the proof of license. If the software is an upgrade, any transfer must also include all prior versions of the software.

17. EXPORT RESTRICTIONS. The software is subject to United States export laws and regulations. You must comply with all domestic and international export laws and regulations that apply to the software. These laws include restrictions on destinations, end users and end use. For additional information, see www.clarsoftware.com/MIS/.

18. SUPPORT SERVICES. The company provides support services for the software as described at www.clarsoftware.com/MIS/.

19. ENTIRE AGREEMENT. This agreement (including the warranty below), any addendum or amendment included with the software, and the terms for supplements, updates, Internet-based services and support services that you use, are the entire agreement for the software and support services.

20. APPLICABLE LAW.

a. United States. If you acquired the software in the United States, Washington state law governs the interpretation of this agreement and applies to claims for breach of it, regardless of conflict of laws principles. The laws of the state where you live govern all other claims, including claims under state consumer protection laws, unfair competition laws, and in tort.

b. Outside the United States. If you acquired the software in any other country, the laws of that country apply.

21. LEGAL EFFECT. This agreement describes certain legal rights. You may have other rights under the laws of your state or country. You may also have rights with respect to the party from whom you acquired the software. This agreement does not change your rights under the laws of your state or country if the laws of your state or country do not permit it to do so.

22. LIMITATION ON AND EXCLUSION OF DAMAGES. YOU CAN RECOVER FROM THE COMPANY AND ITS SUPPLIERS ONLY DIRECT DAMAGES UP TO THE AMOUNT YOU PAID FOR THE SOFTWARE. YOU CANNOT RECOVER ANY OTHER DAMAGES, INCLUDING CONSEQUENTIAL, LOST PROFITS, SPECIAL, INDIRECT OR INCIDENTAL DAMAGES.

This limitation applies to

• anything related to the software, services, content (including code) on third party Internet sites, or third party programs; and

• claims for breach of contract, breach of warranty, guarantee or condition, strict liability, negligence, or other tort to the extent permitted by applicable law.

It also applies even if

• repair, replacement or a refund for the software does not fully compensate you for any losses; or

• The company knew or should have known about the possibility of the damages.

Some states do not allow the exclusion or limitation of incidental or consequential damages, so the above limitation or exclusion may not apply to you. They also may not apply to you because your country may not allow the exclusion or limitation of incidental, consequential or other damages.

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

LIMITED WARRANTY

A. LIMITED WARRANTY. If you follow the instructions, the software will perform substantially as described in the company materials that you receive in or with the software.

B. TERM OF WARRANTY; WARRANTY RECIPIENT; LENGTH OF ANY IMPLIED WARRANTIES. THE LIMITED WARRANTY COVERS THE SOFTWARE FOR ONE YEAR AFTER ACQUIRED BY THE FIRST USER. IF YOU RECEIVE SUPPLEMENTS, UPDATES, OR REPLACEMENT SOFTWARE DURING THAT YEAR, THEY WILL BE COVERED FOR THE REMAINDER OF THE WARRANTY OR 30 DAYS, WHICHEVER IS LONGER. If the first user transfers the software, the remainder of the warranty will apply to the recipient.

TO THE EXTENT PERMITTED BY LAW, ANY IMPLIED WARRANTIES, GUARANTEES OR CONDITIONS LAST ONLY DURING THE TERM OF THE LIMITED WARRANTY. Some states do not allow limitations on how long an implied warranty lasts, so these limitations may not apply to you. They also might not apply to you because some countries may not allow limitations on how long an implied warranty, guarantee or condition lasts.

C. EXCLUSIONS FROM WARRANTY. This warranty does not cover problems caused by your acts (or failures to act), the acts of others, or events beyond the company’s reasonable control.

D. REMEDY FOR BREACH OF WARRANTY. THE COMPANY WILL REPAIR OR REPLACE THE SOFTWARE AT NO CHARGE. IF THE COMPANY CANNOT REPAIR OR REPLACE IT, THE COMPANY WILL REFUND THE AMOUNT SHOWN ON YOUR RECEIPT FOR THE SOFTWARE. IT WILL ALSO REPAIR OR REPLACE SUPPLEMENTS, UPDATES AND REPLACEMENT SOFTWARE AT NO CHARGE. IF THE COMPANY CANNOT REPAIR OR REPLACE THEM, IT WILL REFUND THE AMOUNT YOU PAID FOR THEM, IF ANY. YOU MUST UNINSTALL THE SOFTWARE AND RETURN ANY MEDIA AND OTHER ASSOCIATED MATERIALS TO THE COMPANY WITH PROOF OF PURCHASE TO OBTAIN A REFUND. THESE ARE YOUR ONLY REMEDIES FOR BREACH OF THE LIMITED WARRANTY.

E. CONSUMER RIGHTS NOT AFFECTED. YOU MAY HAVE ADDITIONAL CONSUMER RIGHTS UNDER YOUR LOCAL LAWS, WHICH THIS AGREEMENT CANNOT CHANGE.

F. WARRANTY PROCEDURES. You need proof of purchase for warranty service.

1. United States and Canada. For warranty service or information about how to obtain a refund for software acquired in the United States and Canada, contact THE COMPANY at

• (928) 541-1287;

• Clar Software Services, LLC, P.O. Box 628, Prescott, AZ 86302; or

• visit www.clarsoftware.com/MIS/.

G. NO OTHER WARRANTIES. THE LIMITED WARRANTY IS THE ONLY DIRECT WARRANTY FROM THE COMPANY. THE COMPANY GIVES NO OTHER EXPRESS WARRANTIES, GUARANTEES OR CONDITIONS. WHERE ALLOWED BY YOUR LOCAL LAWS, THE COMPANY EXCLUDES IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT. If your local laws give you any implied warranties, guarantees or conditions, despite this exclusion, your remedies are described in the Remedy for Breach of Warranty clause above, to the extent permitted by your local laws.

H. LIMITATION ON AND EXCLUSION OF DAMAGES FOR BREACH OF WARRANTY. THE LIMITATION ON AND EXCLUSION OF DAMAGES CLAUSE ABOVE APPLIES TO BREACHES OF THIS LIMITED WARRANTY.

THIS WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS, AND YOU MAY ALSO HAVE OTHER RIGHTS WHICH VARY FROM STATE TO STATE. YOU MAY ALSO HAVE OTHER RIGHTS WHICH VARY FROM COUNTRY TO COUNTRY.