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Data Integrity Team

This group of people are most likely already serving on The Champion Team as a leader or member; but perhaps not. They have a specific set of responsibilities that transcend the Champion role which focus solely on policies and procedures that maintain data integrity within Fellowship One. The policies established by this team must be followed throughout the organization. This is generally accomplished though the Champion Team Members.

Some procedures will only be executed by the members of this team and enforced via Fellowship One security permissions. If a church has a dedicated group of people who only perform data entry duties, typically one or more of them are serving on the Data Integrity team.

It depends on how the duties are divided among the church staff. The size of this group is typically 4 to 5 people including at least one Champion Team Leader.

Combined, their responsibilities include:

• Establish procedures to follow when adding new people in the Portal and via Check‐In
• Develop data entry standards for the church covering names, phone numbers, addresses, people status usage, volunteer designation, etc.
• Establish and define all people statuses to be used and when they should be used
• Establish policies that govern how System status records such as New Check‐in, New from Website, New from Small Group should be reclassified to a permanent status
• Establish policies that govern people status promotion and demotion such as movement from Visitor to Attendee to Member AND Attendees/Members/Visitors to Inactive statuses
• Establish policies that govern the detection, elimination and prevention of duplicate records
• Establish and monitor Ministry, Activity, and Schedule naming policies
• Establish policies that govern when children are promoted to adults
• Establish policies that govern the splitting and joining of households
• Document and communicate all policies to Champion Team and determine who is responsible for executing which policies

Combined, they should possess these skills:

• Strong desire to have accurate data
• Very detail oriented mixed with a spirit of exactness. Likes order and rules.
• Strong process thinker. Can devise a series of steps that when followed will leave nothing to chance.
• Can see the larger picture of how all the data interacts together across all departments

It’s best to have a Data Entry Certified person in each Ministry. This allows for several key individuals that can enter and update information in the system. These individuals would also be key in meeting with the Fellowship One Champion to determine data entry standards. Below are common tasks for Data Integrity Team Members.

Weekly Data Integrity Team Tasks

• Meeting weekly initially to establish training guidelines and come up with a list of authorized data entry certified people.
• Weekly meetings to establish how and in what format data will be tracked in Fellowship One. (e.g., Will we use attendance or attributes to track baptisms?)
• Establishing minimum information required to input a record in Fellowship One
• Establishing and approving any data capture methods such as first time visitor cards, registration cards, and volunteer applications.
• Running duplicate individual reports and merging down any duplicate records.
• Checking the system status queue in the duplicate finder and reducing the number of system status records to zero each week.
• Training classes for any potential data input specialist on staff or volunteers that want to help with data input responsibilities.
• Contributions Data Integrity team member match any unmatched checks in Giving Area

Monthly Data Integrity Team Tasks

The first two items in the list should diminish over time and move to monthly then quarterly meetings.

• Checking the database for inactive records. Maintaining the integrity of the database through more advanced data mining techniques such as more elusive duplicate records.
• If you have multiple campuses, associate individuals with correct campus status per Standard Operating Procedures

Periodic Tasks

The Data Integrity Team should meet after the announcement of a large event at the church to discuss how information will be gathered and tracked. They should also meet with the Fellowship One Champion team to coordinate their efforts.