Personnel Database/Format

From PCSAR

Revision as of 23:43, 22 January 2012

What follows is a partial description of the XML file. Currently only the parts that have changed from older versions are documented.

Status

You'll noticed that the

<Joined Type="Member" Start="1997-03-04" />

has changed to

<Status Type="Member" AsOf="1997-03-04" />

This is getting ready for the new organizational membership classifications.

Once we know the membership type for people you'll add new entries for them.

For instance, in my membership record you currently have lines like:

...
</Equipment>

<Status Type="Member" AsOf="1997-03-04" />

<Participation> 1997-03-04 (mtg)

...

When you classify me as a "Voting" member you'll add a line to look like:

...
</Equipment>

<Status Type="Member" AsOf="1997-03-04" />

<Status Type="Voting" AsOf="2002-01-01" />

<Participation> 1997-03-04 (mtg)

...

If I stopped attending meetings in 2002, and then dropped out all together in 2003 you might have lines like this:

...
</Equipment>

<Status Type="Member" AsOf="1997-03-04" />

<Status Type="Voting" AsOf="2002-01-01" />

<Status Type="Associate" AsOf="2003-01-01" />

<Status Type="Non" AsOf="2003-04-01" />

<Participation> 1997-03-04 (mtg)

...

The reason why we keep this information is that when we become a society, the Society Act requires us to keep it.

The possible values for Type are

"Member" - a member before we started distinguishing Voting and Associate.

"Voting" - Voting Member

"Associate" - Associate Member

"Non" - Past Member, i.e. no longer a member. When a person is no longer a member, they're automatically ignored. So it doesn't matter, for instance, if they are listed as being part of a committee or not.

"Applicant" - not yet a member, but wants to be. Use this when entering information off a new form before the board has approved the new member.

Just a reminder... the society act requires we keep track of at what date members had different member status. That means you can not change <Status> entries. You can only add new ones. I'm adding back the original <Status>'s that you changed.

OpStatus

I've also added a new Field called OpStatus, for Operational Status. We aren't required to keep a history for this, so there is only 1 line of current information. OpStatus can be:

"Emergency" - an Emergency Response Member

"Resource" - a Resource Member

"Non" - a Non-Responding Member

I've set everyone to "Emergency" for now, as that is how we are treating most of our members. You can change them as you get updates from Jackie.

Up until just now, a member was listed as Resource Only if they are marked as CallOut="no".

After our new policy last year, it should be about whether the OpStatus is "Emergency", "Resource", or "Non". Your e-mail has prompted me today to fix the script so it uses OpStatus= instead of CallOut=. CallOut= is now irrelevant, and I'll remove it before giving it back to you.

Part and Activity

I'm setting things up so that the <Part>'s are matched against the <Activity>'s. This will allow us to automatically calculate participation levels for each members. (So many searches, so many meetings, perhaps even an automatic estimate of number of hours -- useful for funding applications). To work the Description of the Part must match the Activity. Eventually I'll give you a tool to automatically check that, but in the meantime please keep an eye on it. Otherwise I have to make the changes myself. I notice for instance you've added some extra whitespace in the middle of descriptions for some Activities.

I'd suggest you use "Board Mtg." rather than "Reg. Mtg." to distinguish the board meeting (18:00 -- 19:00) from the general meeting (typically 19:00 -- 19:05).

CallOutPriority

<CallOutPriority> replaces <CallOutCallerOrder>. It changes the order of people with a group. I've used it to put Janet Costa ahead of Lynn Bruder in the Callers group.