Why IMS
The Walk to Emmaus has grown to become a driving force for Christians all over the world. The need for good, clear, consistent and easily accessible records for all of our members is more evident every day.
In the past there have been several approaches for the maintenance of Emmaus data, some homegrown and some quite sophisticated. Often times such systems suffer from some unfortunate handicaps. Such as:
- Operationally Complex – several general systems such as Data Base systems, Spreadsheets, Word Processors, etc. adapted to specific tasks, often authored by different people making it difficult to maintain accuracy.
- Excessive hand work – Systems that make little use of the computer.
- Dependency – Team Leaders and Members of the Boards of Directors are usually dependent upon a single person, usually the registrar, to provide them with the reports, mailing labels or other data that they need.
- Invisibility – Your record as an Emmaus member is being maintained on a system somewhere by someone, usually the Community Registrar. You have no idea what that record says or how accurate it is.
IMS is, of course, an internet based system designed to overcome all of these handicaps and to make the Emmaus data easily available to all who need them and while keeping them secure from the “outside world”.
Who Should Use IMS?
Community Registrar
IMS is a critical tool for the community registrars. Using IMS they will:
· Review each new pilgrim’s application,
· Assign them to walks,
· Notify the sponsors of the walk assignment,
· Send invitations to pilgrim candidates before a walk begins
· Maintain residence address, phone, e-mail and other information for
each candidate.
· Provide reports for the Lay Director, Agape, Lead Kitchen, Prayer Room, etc.
· Assign Membership status to each pilgrim who completes a walk.
· Maintain residence address, phone, e-mail and other information for
members who are unable to make changes and corrections for themselves (see “Members” following).
Other registration functions.
· Team Selection Committee.
o IMS capabilities include the maintenance of service information for all
o Members. This includes background as well as conference room service.
o This information coupled with powerful filtering capabilities provide
o valuable tools for the team selection committee.
·
Lodgings Manager
o Room assignments are usually made shortly before a walk begins. None-
o the-less there are often last minute changes as pilgrims drop out and
o others assigned. The powerful reporting capability of IMS can help
o the lodgings manager keep abreast of the situation.
·
Mailings Committee
o IMS will provide downloadable name and address and / or name and e-mail address data for mailing and e-mailing notices and newsletters to
o members.
·
Lay Directors
Contact information is available to help the Lay director completehis / her team. Pilgrim reports let the Lay Director know and pray for the pilgrims by name and to understand their medical and physical handicaps early in the walk cycle.
·
Spiritual Directors
Contact information is available to help the Spiritual Director
complete his / her team.
·
Assistant Lay Directors
Although not currently available, IMS plans to provide an “ALD Walk
Schedule” capability for the maintenance of each Community Schedule.
This facility will help to ensure that all ALD Schedules are consistent
across the community. It will also help to ensure that Board Decisions affecting the schedule are consistently applied.
·
Kitchen Lead
Access to IMS will allow the Kitchen Lead to assess the need for special
diet menus well ahead of the walk.
·
Agape Lead
Access to IMS will allow the Agape lead to assess the medical and mobility needs of the pilgrims.
·
Community Spiritual
Director
o A special Spiritual Director’s Report provides the Community Spiritual with each pilgrim’s name, and the name, address, telephone number and
o e-mail address of the pilgrim’s pastor. This information will help him / her contact the pastors at the completion of a walk.
·
Members of the Board
of Directors
The Community Board of Directors will always need information about their Emmaus Community. IMS is there to answer their questions about an applicant, the sponsor, a member, a church, volunteers, or any of the many questions that arise in the conduct of The Walk to Emmaus.
·
Members
IMS helps members keep in touch with the community. Members who have e-mail addresses that are known to IMS can access their records to make corrections and or to update their address, phone number and other information.
·
IMS Administrator
The IMS Administrator maintains the security of the system. He or she is responsible for the maintenance of the systems controlling data sets. It is the Administrator who authorizes members to perform certain tasks that, for reasons of data security, are not available to everyone. For example to perform the functions Registrar or Lay Director, or any of the functions mentioned above, except “Member” a person must be authorized by the Administrator.