Implementing RGSS

R.G.S.S.

Ways to Implement R.G.S.S.

Since Referral Group Systems Software (RGSS) is an all inclusive software package, it may be difficult to determine how best to use it for your group. Some typical scenarios are presented below.

Jump to Multiple Chair/Officer Scenarios

Single Chair/Officer Accountability

Defined

This scenario vests the use of RGSS in one individual who is accountable for record keeping on attendance, program scheduling, billing and accounts payable. It is the most simple to implement.

This is feasible because of the degree of automation provided by RGSS. One individual can provide consistent reports and records with a small amount of effort.

How to make it work

It is logical that the person who will be accountable for group funds, normally the treasurer, be the individual who assumes the use of RGSS. It is not necessary that this be the case. It may suffice to create a Records Chair who is accountable for updating RGSS and performing payables and accounts receivable tasks at the direction of the treasurer. A manual check book can be maintained as RGSS allows posting of manual checks. Vendor invoices will have to be posted before a manual check can be posted for payment though.

The individual who is responsible for maintaining RGSS should be computer literate and be able to backup the RGSS data files to diskette using MS Backup or some other backup utility. They need access to a laser printer for reports and checks. Being accounting literate will help as well. The person's attendance at meetings should be outstanding. They should have the means to email and/or FAX images of reports and meeting documents to another member in the event he/she would be unable to attend.

Multiple Chair/Officer Accountability

Defined

There are different chairs/officers who are held accountable for the different areas automated within RGSS and that accountability is extended to updating records in RGSS. Implementing this requires special consideration of logistics and will not be possible in some instances.

We have attempted to provide some ideas as to how to make it work for your group. Some are easy and others are hard, but a common thread to each of them is that the group will need access to someone with computing expertise.

Central Reporting Scenario

This is the easiest to implement but does require a member who is computer literate and dedicated to working with RGSS. The simplicity of this scenario is that only one computer is required, an email account and/or FAX receiving capability.

Each chair/officer communicates with RGSS member via phone, email or FAX their updates, changes and reports. The reports/checks requested or required are printed and taken to the next meeting or faxed to the chair/officer. Obviously, this member must be reliable.

Computerized Meeting Facilities Scenario

This is the easiest implementation of RGSS that we can imagine. Assumptions supporting this scenario is that the group meets at the same location time after time and that the group's RGSS software is running on one or more PCs (networked) at that location. RGSS should be configured for multiple users (to limit access to the appropriate modele(s)).

The group chairs and officers have access to RGSS before and after each meeting for maintaining the area(s) of their accountability. The ability to print reports and checks also exists.

Notebook PC Scenario

This requires access to a notebook PC at each meeting. RGSS is installed and configured for multiple users (to limit access to the appropriate module(s)). The most difficult aspect of using RGSS in this scenario is providing printing capabilities at the meeting. RGSS is not designed to work with ink jet or thermal printers as the non-printable borders are so large. However, the standard reports in the Member Module have been designed with .5 inch borders that may permit using some ink jet or thermal printers.

Two issues that are essential to pay attention to with a notebook computer are backing up the RGSS data regularly and that there is sufficient battery power. Access to the converter and an electrical outlet will cover the latter at a meeting.

With everyone wanting access to the notebook to do their portion, there may be some who will not get to do their portion due to other commitments. Insuring that the notebook (and printer) arrives at each meeting safely is another issue.

Dial up/Wan Access Scenario

This is a technically challenging and requires dial up or broadband access be available to the chairs/officers. It also requires that the chairs/officers have access to computers and the appropriate software. Some of the requirements to implement this are:

	A main computer with a modem and/or high speed Internet access (a static IP address is required for WAN connectivity).
	PC Anywhere 10 Host or higher or Lap Link 10 Host or higher for either dial up or Internet access unless the RGSS is hosted on a Windows 2000 server running MS Terminal Services.
	Setup remote printing within the application being used to allow printing reports and checks.
	Configure each of the remote users for a secure login and connection on the host computer/server.
	Install the remote control component for the software being used on computers being used by the chairs/officers and configure to connect to the main computer.

This is a challenging implementation, but once configured, it can work beautifully and consistently. If officers and chairs change each year, it can put unrealized pressure on those with new accountabilities to computerize.

Tips for this Implementation:

	PC Anywhere prints only to the printer attached or captured to LPT1 on the remote PC. It will NOT print to PDF or any printer using management software. Load the PDF print driver on the host computer and save the PDF file on the host. Once created it can be emailed as an attachment using RGSS email.
	Remote connection to the host over the Internet works beautifully however PC Anywhere 11 has a refresh issue which causes a ghost hour glass to remain visible after an operation. Symantec's solution is to select a connection type of "Low Bandwidth". This resolves the ghost image, but deduces performance. Most choose to ignore the hour glass.
	Always choose the least complex printer driver for the remote printers. Most newer HP laser printers will work with the HP Laserjet 4 Plus print driver. One will have to experiment with ink jet print drivers.