When will yearbook reports be due?
We will still be taking a snapshot of data for historical purposes in the winter, so there will still be a “due date” (March 15) for congregations to have their data entered for the previous year. Since congregations will be able to enter their attendance data every week and the software will total it for them, we may be able to move the “due date” up over time.
Will there still be a printed Yearbook?
We plan to print a few in 2021 reporting on 2020. A benefit of this new system is that you can look up congregations and their current data instantaneously from a “my yearbook” view that will include live links to the congregation’s website where available. Regions will be able to see the data for individual congregations in their region. Congregations can access contact information for other congregations through their own version of this “my yearbook” view. Bonus: The data will be updated in real time so when leaders or addresses change, the year book information on line can be updated immediately.
What about congregations without regular digital access?
Since this is set up to be mobile-friendly, we are hoping that the majority of congregations will have someone who can enter the data via smart phone on the mobile version.
Who will be responsible for entering data for a congregation?
Each congregation will have a single login identity. We suggest there be a shared e-mail and password for this project that several trusted individuals in the congregation would use. Attendance and giving for each week would be entered weekly either on a mobile device or desktop device. As the year progresses, trend data will be available on the dashboard for the congregation and at the end of the year would already be totaled for reporting.
What if we forget our password?
Like many online applications, there is a “forgot password” function that will send the password to the e-mail of record.
If your ALEX invitation link expired:
- go to https://alex.disciples.org
- put the username (the email that received the invitation) in the username field
- click on “forgot password”
- look in the user’s email box for a reset link and instructions.
If you want to change the username and/or contact email, the person who initially received the email can follow steps 1-4 to login and then go to “settings” and change the information to the desired contact information then click on “save”. Settings is also where you can change your dashboard to Spanish headers.
Who can see my congregation’s information?
Information in the Yearbook is available to congregations, ministers, regions, and general ministries that purchase the paper version or online access. These are the same entities who will have access to ALEX. Congregations will not be able to see the weekly giving and attendance numbers of other congregations. Congregations will only see the aggregate of others at the end of the year, just as the Yearbook has aggregate (annual) numbers now.
The information will not be sold or shared with third party vendors. ALEX is an exclusive application built only for Disciples congregations, regions, and general ministries to use. It is being built by a company with extensive data experience, so it is built to industry standards.
Will the screen for a region be the same as a congregation?
Not exactly. The regional dashboard will automatically roll up data from all the reporting congregations for attendance and giving and regions will be able to look at individual congregation data. A congregation will only see their data and trends.
Will ALEX have our historic data?
Yes. The data that has been previously stored in a legacy database used to produce the year book congregational tables will be uploaded to ALEX. This will enable a congregation to look at data from 1999 to present immediately.
Will Alex have our giving data?
You should be able to see the numbers for any funds you have contributed to core Disciples Mission Fund, blessing boxes, special day offerings, and Week of Compassion or Reconciliation Ministry – anything that goes through Treasury Services. It is updated on the 15th and 30th of the month. For the Yearbook report, ALEX will need you to enter other giving data.
What about ministerial records?
In the summer of 2021, ALEX will begin listing ministers with standing in a directory and, in the case of congregations, also in the congregational table. No personal information other than the staff e-mail will be available to general users. This will help regional staff more easily keep up with ministerial changes in real time across their regions.
How do I look up a retired colleague?
There will still be a printed Yearbook in 2021. In 2022 and beyond, subscriptions will consist of online access to ALEX where a searchable minister directory will be available.
I use the directory in the yearbook to find contact information for general ministries and regions, not just congregations. Where will that information be?
Still have questions? Email firstname.lastname@example.org