1. Tijuana Ministry 2015: Application & Registration System Training Presented by Joanna Thurmann

2. Agenda
Learn about the new TJ Ministry Application & Registration System
Mixture of PowerPoint Slides, Demo’s and Hands-on
Goals:
Learn Concepts
Play around
Consider improvements

3. The Problem
For the first few years, we used paper sign-ups. Then we moved to Google forms/docs.
Both solutions were tedious and error-prone
Few features: e.g. Sort, filter, export, print, share, custom fields, workflow, notifications were either impossible or difficult
Cancellations, additions, updates difficult to manage
Not robust or scalable for multiple parishes

4. The Solution: JIRA Hosted web application by vendor Atlassian
Great support, documentation, frequent updates
Easily configurable and scalable
$10/month ($120/year); currently using 6 out of 10 licenses
Leverages Joanna’s knowledge and expertise 

5. Volume 2014: 2015: Opened on 1/15/14 ~100 applications in 2- months
Opened on 2/6/15 at 10pm
42 applications in 48 hours
62 applications in 3 days
70 applications as of 2/12/15

6. What is JIRA?
Bug and task-tracking tool often used in software development
Because of it’s flexibility and configurability, it can be used for just about anything that has records and workflow
Action items, surveys, expense reports & Tijuana Registrations 
We can use it for other things beyond registrations
Pronounced Gee-Ra; it comes from the Japanese name for Godzilla, Go-jira (long story )

7. Demo1: Overview
User Interface Overview

8. Exercise1: Log In Sign In: https://tijuanaministry.atlassian.net
Go to Profile
Change Password

9. “Apply” Link
The “Apply” link on the main Tijuana Website (the only used by applicants) has a different interface than what you will see in JIRA.
But it is still the same record
Once user clicks Submit, the record is saved in JIRA

10. “Apply” Link Application Form which goes to JIRA
Apply Page on

11. JIRA Terminology Issue = the person record (e.g. Monica Rising)
Project = the collection of all people records, e.g. the “2015 Registrations” project. We can later have registrations or other items (e.g. Action Items)
Issue Navigator = the search mechanism in JIRA
Filter = a saved search with all its criteria, e.g. a filter called “Teens” has the criteria “Age < 18”
Dashboard = a way to display the data in a nice way

12. Application Record Application Record once it gets into JIRA
Workflow which we can customize
Tabs for Various Info: we can reorganize this as we wish
A few more fields; e.g. dates
Application Record once it gets into JIRA

13. Application Record (continued)
We can have attachments, if we decide to, but that’s up to us
Linked Family Records; I did this based on what people put in “Other Travelers” field
We put comments so that everyone else can see what’s going on with this record

14. Demo 2: Edits Issue Screens (Create, Edit, View) Comments Attachments
Links

15. Exercise2: Edits Edit your own record
Add comment, edit comment, delete comment
Add attachment, delete attachment
Link to another record, delete link

16. Searching Basic Search: uses dropdown menus
Use “More” dropdown to add other fields to search
Advanced Search: Uses SQL-like language; more robust
Add, remove, reorder columns. Click any column to sort
Personal or Shared Filters (saved searches)
Mark/unmark Favorite Filters
Export to Word and Excel

17. Basic search uses dropdown menus
Issue Navigator
Advanced Search / toggle
Start New Search
Basic search uses dropdown menus
Export
Click any column to sort
Add more fields to search
Add, Remove, Reorder Columns
Your Saved Searches

18. Manage Filters Find Filters Find Filters Shared with you
Toggle Star to mark/unmark as Favorite Filter

19. Demo 3: Search Basic Search Advanced Search Save Search as Filter
Manage Filters
Mark / Unmark some Filter as Favorite

20. Exercise3: Search Click New Filter Add Criteria Save as new Filter
Reorder columns
Sort
Find Filter under Favorite Filters
Export to Excel

21. Subscriptions Scheduled Emails based on filter, e.g. Monday @ 5pm
Contain the Search Results
Personal or Group- Based
Some have been created for you

22. “Share” Notification
Share can send a notification to anyone at anytime
Must type or paste the address, then choose it
Reply will go to whomever sent it (i.e. your address)
Share

23. Automatic Notifications
Automatic Notifications sent immediately after Issue Events occur
Issue Created, Issue Updated, Issue Commented, etc.
Currently turned off; too much spam

24. Demo 4: Notifications
Subscription
Share Function

25. Exercise 4: Notifications
Create a Personal Subscription for your filter
Use Share function on your own record
Send notification to the following:

26. Dashboards
Dashboards Pages display Gadgets (bits of information from the system)
Filter Results (you decide on the columns)
Issue Statistics, Two-dimensional Issue Statistics, Favorite Filters, Pie Charts, More
Personal or Shared Dashboards (already created for you)
Cannot dashboards

27. Dashboards Add Gadgetd Manage Dashboards Edit Layout
Edit Gadgets (only on your own)
Favorite Dashboards

28. Demo 5: Dashboards
New Dashboard
Manage Dashboards

29. Exercise 5: Dashboards Create a new Personal Dashboard Add Gadgets
Change Layout & Color of Gadgets
Go to Manage Dashboards
Mark/unmark as Favorite

30. What Now? Rearrange Screens Add More Custom Fields:
Paid: Yes/No
Lodging: T1/T2/Loft
Car #, etc.
Modify workflow (e.g. Submitted  Acknowledged  Pending Paperwork  Fully Registered

31. Thank You