Re: [Using MSP] Abridged summary of using-ministry-scheduler-pro@googlegroups.com - 4 updates in 1 topic
Sue Guptill
- 3 weeks before running schedule: Check with clergy about any service adaptations and confirm date and time of any special services. (Send them a copy of what we did last year, because no one remembers)
- 2 weeks before running schedule: Send “Not Available” announcement with a 5-7 day deadline. (About 81% of people have opened the announcement by day 2. About 85% have opened by day 5—in other words, you don’t get much more uptake after day 2, and rarely any after day 5)
- During that 5-7 day schedule, do any pre-schedules
- 24 hours after deadline, run schedule
- Over next 24 hours, make any edits. Check Conflict report to make sure that no one has entered a Not Available time after the schedule was run. Prescheduled people have also sometimes entered a “Not Available” time that I wouldn’t have known about. (Altar party leader and co-scheduler review the schedule, too).
- After that 24 hours, send announcement with schedules
- There will then be a flurry of sub requests. For my own entertainment, I check to see if the sub requesters had opened the original Not Available e-mail.
On May 3, 2025, at 6:19 AM, using-ministry...@googlegroups.com wrote:
- time to create a schedule? - 4 Updates
Cecily Bailey <cecily...@gmail.com>: May 02 11:17AM -0700
Has anyone kept track of how long it takes to create a schedule? Like from.
the time you ask for changes to available Tims to producing and
distributing the schedule?
thanks in advance
...more
<richard...@gmail.com>: May 02 12:22PM -0700
Yep.
I keep a timeline. Just started this yesterday. Total time 4-6 weeks.
1. One month before the current schedule expires, I send out an email to remind people to update their profile for ...more
Lynn Pechiney <lpec...@allsaintsva.org>: May 02 03:48PM -0400
Ours is about the same, but we have about 20 individual ministries in the
system. Thankfully, we also have 12 or 13 ministry leaders who help with
editing!
The current schedule ends on June 8 and ...more
richard.brehove <richard...@gmail.com>: May 02 04:03PM -0700
Thanks for that tip Lynn. How do you keep that from happening? Is this information about substitutions cleared when you clear history?Sent via the Samsung Galaxy S22 Ultra 5G, an AT&T 5G ...more
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richard...@gmail.com
Lol
Yes, it seems no matter what you do there is always a flurry of sub requests you can watch going by on your screen. Especially if you have volunteers scheduled for weekday events that usually only volunteer on the weekends (did that once. Never again without prearranging) Fortunately we have volunteers that (most of the time) are willing to pick up these requests.
This is a very good schedule. Probably no matter what the deadline, you are going to get people who don’t do it until the evening before. I give two weeks to blunt criticism about giving them enough time. Gives me time to do mock schedules and ensuring with clergy that a specific event has the right number of ministers.
I have 194 active Lectors, Eucharistic Ministers, and Altar Servers. After I run the auto scheduler, I leave the Altar Server schedule to that ministry leader to modify and I review and modify the other two.
Richard Brehove
St. Margaret Mary, Lomita.
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