Lutherans get wired
WINNIPEG, MB - Just because the Evangelical Lutheran Church of Canada has implemented one of the most sophisticated database management systems in the country, don't let office manager Rhonda Hicks hear you call it an "e-church."
"Every time people hear that, they think people are sitting down to their computers to listen to a sermon," says Hicks.
What the ELCIC has done is create a Web-based database management system that allows all of its 635 congregations and five synod offices to communicate with the head office in Winnipeg, updating everything from membership rolls to baptisms and donations—instantly.
"It's unbelievable," says Hicks about the system that went up last month.
What makes this system more sophisticated than, say, having every congregation send in a weekly email report, is that all computers in the denomination will share the same software, linking to a central server. It can therefore seamlessly integrate information no matter which computer it comes from.
Each user is assigned a password by ELCIC head office that allows various levels of access. That way sensitive data can only be accessed by those authorized to view it.
IBM partner
For example, part of the database keeps a resume of all ministers working within the ELCIC, so that when a vacancy opens up, a search committee can start by matching resumés of available ministers with their qualifications. But the only person who has full access to the resumé is the minister, or authorized individual, such as synod officials.
Hicks says the system will help congregations with the often difficult task of finding a pastor. "Prayer and the Holy Spirit is still best, but it helps to narrow it down a bit."
ELCIC first began rethinking the way it handles information in the months leading up to Y2K. "We were originally very concerned about the integrity of our data. That became the catalyst for managing information more efficiently."
So instead of patching together their current computer system, they approached IBM for a tailor-made solution.
"It's unique," says IBM project manager Janice Peterson. "We've worked with non-profit organizations before, but not with churches." Peterson says she was glad to see IBM's technology bring together the church communities.
The $400,000 system operates on Lotus Notes software, and each user will have a licence to use it and high speed cable internet access.
But Hicks says the system will pay for itself in cost savings in short order, especially by reducing the duplication of services. One address change sent in to head office will automatically update records in the pension department, magazine subscription database and anywhere else that contains records of that person.
It will also be a big help during ELCIC's national events, such as its biennial convention and synod youth meetings, because all registration can be tracked on an ongoing basis without waiting for paper forms sent by mail.
The system is being phased in. The computers have already been installed at Winnipeg's head office, next are the synod offices, then individual congregations.
Hicks acknowledges that not all congregations are sold on the idea.
She says roughly half the congregations are opting to be part of the online database initially. The others will be able to continue to submit information by mail.
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