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Using RI-CAS to automate monthly reporting |
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District 6150 uses the Rotary International District Administration Software (RI-DAS), which means clubs in our district can use the "Send Month-end Data to district" function in the Rotary Club Administration Software ( RI-CAS) to keep your District Governor updated with monthly club information. This includes clubs' monthly attendance and membership reporting. Concerned about privacy? Click here to learn how we protect members' privacy through the use of RI's Guidelines for Electronic Communications.
RI-CAS is now available at no cost to all Rotary Clubs from Rotary International. learn more
The "Send Month-end Data to district" function creates a file that contains your club’s members, attendance statistics, events, fund-raising information, as well as certain club statistics. This information can then be sent to the District Secretary.
To avoid database compatibility problems, the following fields in your club's Club Administration Software database must be complete prior to your first Monthly District Export. These fields are used to avoid adding duplicate records in the district database:
If you use Outlook or Outlook Express for your email, click here. Otherwise follow these instructions.
To create a Monthly District Export file, follow these steps:
Choose the "Send Month-end Data to district" option from the File menu.
Enter your club number in the Club Number box if it does not appear. (This is set up in the
Choose which month’s data will be included in the Export file, by clicking on the "Create Export File for:" drop-down box.
In the Export Options box, click the "Save as file (select location):" option.
Choose a location for the file by clicking the File Selector button  , and then select a directory on your local to place the Export file.
Click the Export button.
Example of screen for club number 2520 in RI-CAS 1.1. In this example,
the Feb '04 Monthly export data file will be saved in the root directory of drive C:.
This will place the Export file in the directory that you specified. You can now attach this file to an e-mail message addressed to the District Secretary - secretary@Rotary6150.org.
For Outlook or Outlook Express Users
If you use Outlook or Outlook Express as your default e-mail program, you may wish to use the Email Export Data to District option. This option allows you to create the export database and send it to the District Secretary in one easy step. (Other email programs may work so you might want to experiment with this feature even if you do not use Outlook or Outlook Express.)
To email your Monthly District Export file to your District Secretary, follow these steps:
Choose the "Send Month-end Data to district" option from the File menu.
Enter your club number in the Club Number box if it does not appear. (Thse defaults are set in the View / Club Setup screen.)
Choose which month’s data will be included in the Export file, by clicking on the "Create Export File for:" drop-down box.
In the Export Options box, click the "Email export data to District:" option.
Enter secretary@Rotary6150.org in the email field if it does not appear here. (the software retrieves this information from your Club Setup options)
Click the Export button.
Example of screen for club number 2520 in RI-CAS 1.0. In this example,
the Feb '04 Monthly export data file will be e-mailed to the district secretary.
After clicking the Export button, the following screen will appear.
Example of screen for club number 2520 in RI-CAS 1.0. In this example,
the April Monthly export data file will be e-mailed to the district secretary.
This is an email message that has the Monthly Export file attached. Type a message to the District Secretary in the Message area and click the Send button to complete the process.
Online tutorials are available on the RI web site's eLearning Center.
A tutorial on Reporting to District which includes the option to send reports electonically can be viewed here. |
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