Form 027

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Purpose

Form 27 is a SIR state spreadsheet designed to provide each branch a standard format which facilitates review of membership and luncheon attendance statistics. The information to be entered monthly is obtained from the Branch Membership and Attendance Chairmen.

Distribution

State SIR requests this form be distributed each month to the BEC, Area Governor, Regional Director and the state SIRForm 27 processing email address. This is accomplished by using the two Smart Groups "#102 BEC * Current Year" and "#Form 27 Monthly Distribution" in the email recipients list. See Group concepts

  • The state requests each Branch Form 27 spreadsheet be named as follows: "Form27BR###mmmyyyy.xls" where:
    • ### is the branch number in a 3 digit format
    • mmm is the 3 character shortname for the month which is being field, e.g. "Jan", "Feb", etc. and
    • yyyy is the current year

Monthly Data Entry

Create spreadsheet for reporting month

  1. Open prior month's report (spreadsheet)
  2. Click "Save Monthly Update" button
  • A new spreadsheet file will be created and saved in the same folder and named Form27BR102mmmyyyy.xls where mmm is the month which was selected as the Report Month and yyyy is the Year on the Form 27 spreadsheet.

Identify data source for report

Form 27 has 12 input columns labeled "Jan" through "Dec", but the challenge is determining what Branch data goes in which report month.
  • The first assumption we'll make is the Form 27 months represent the filing month, meaning for example that in the month of February data will be entered in the Feb column of the report.
  • However as Form 27 is to be submitted by the 10th of each month, four out of the seven possible Branch 102 meeting dates are after the 10th. So continuing the February example, the February Membership Report can not be submitted to the BEC in over half the possible meeting dates.
  • Therefore, the Form 27 Feb data really needs to come from the January Membership Report and the January Luncheon attendance.
This does mean post-meeting changes in membership must be held until the attendance records have been updated to reflect the actual attendance so that the membership count is the same in both reports. The most frequent update to be held is the change in the status of Pending members who have been voted in.
Form 27 Source Data Summary
Form 27 Month Membership Report[1] presented at BEC in Luncheon attendance from meeting in
Jan December December
Feb January January
Mar February February
Apr March March
May April April
Jun May May
Jul June June
Aug July July
Sep August August
Oct September September
Nov October October
Dec November November
[1]The BEC membership report "lags" one month. Again using the Feb example, the membership data for the February BEC report includes all changes beginning with the day of the January meeting through the day before the February meeting.

Membership report input line details

Open CiviCRM Access to generate input report
  • click 02 - Membership Reporting,
  • click 01 - Membership Reports,
  • click Monthly Form 27 Membership Input button to preview report
  • print report
Form 27 Line Line Description Source: Monthly Membership Report
Form 27 Membership Report line source detail
2 Number of Members In Line 2 Sub-total from Form 27 - Input mmm dd, yyyy Membership Report
3 Number of Members Out (Attrition) Line 3 Sub-total from Form 27 - Input mmm dd, yyyy Membership Report
5 Total Number of Activities Including couples Count of all BEC approved activities
6 Number of Couples Activities Count of BEC approved couples activities
7 Median Branch Age Active Members Line 7 Sub-total from Form 27 - Input mmm dd, yyyy Membership Report

Luncheon attendance input line details

Open CiviCRM Access to generate input report
  • click 01 - Luncheon Attendance,
Inspect Select Luncheon drop-list control to ensure correct luncheon is displayed,
  • click Luncheon Form 27 Input button to preview report
  • print report
Form 27 Line Line Description Source: Monthly Luncheon Attendance Report
Form 27 Attendance Report line source detail
17 Number of active branch members in attendance Line 17 Sub-total from Form 27 - Luncheon Attendance
19 Guests in Attendance (Guests are potential members only) Line 19 Sub-total from Form 27 - Luncheon Attendance
20 Visitors in attendance (Visitors are all other non-members, including speakers) Line 20 Sub-total from Form 27 - Luncheon Attendance

Save and distribute spreadsheet

  1. Save the current month's data entry
    1. If this is the first time the current month's entry is being saved then
      1. Click on the File menu item and then Save As
      2. Select the same folder as the current spreadsheet
      3. Rename the file in the format Form27BR###mmmyyyy where
        1. BR is 102; should not need to be changed
        2. mmm is the three character short name of the current month, e.g.. Jan for January
        3. yyyy is the four digit current year, e.g. 2016
          1. Only in January will the year need to be changed
      4. Click on the Save button
    2. Otherwise just changes to the existing month are being saved
      1. Click on the File menu item and then Save

Select the month representing the current month being reported

  1. From the Mailings menu item, select the CiviCRM "Scheduled and Sent Mailings"
  2. From the list of mailings, select Re-use on the last Form 27 distribution email which will be named "yyyy-mm Form 27 Monthly Distribution"
    1. Change the mailing name to reflect the current Form 27 month
    2. Modify the Mailing Subject if necessary
    3. Modify the body text if necessary
    4. Click the Attachments tab and then click on the Choose Files button
      1. If necessary, navigate to the folder containing containing the Form 27 spreadsheet
      2. Select the appropriate Form 27 spreadsheet
      3. Click Open
    5. Click the Next button
    6. Click Submit Mailing with the Send immediately option selected