Personnel Database/Format

From PCSAR

Revision as of 23:56, 22 January 2012

What follows is a partial description of the XML used for Membership Records on the wiki. Currently only some parts are documented.

Status

Each member record has one or more Status lines. E.g.

<Status Type="Applicant" AsOf="2012-01-04" />

These elements indicate when the person applied for membership, when it was granted, and when they ceased to be members. They also show when the person changed their membership status, e.g. going from "Associate" to "Voting".

The Alberta Society Act requires us to keep track of this information, even for past members. So we should never delete or change existing "Status" elements, only add new ones with a newer date.

The Type can be Member for very old records before the club decided to have separate Associate and Voting classes.

All current members long been classified as either Associate or Voting, so for long standing members you might see something like:

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)

...

which shows when they were classified as Voting.

If the member 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 possible values for Type are

Member - a member before we started distinguishing Voting and Associate. This should never be used for new Status elements.

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

One of the fields is 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

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.