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Reformatting your Excel Database

    If your using Excel to manage a database of your members. It's fairly easy to convert that into a format SIR-ADM can recognize.

    SIR-ADM maintains 41 fields of information per member and are in the following order...  NOTE: The fields that require information are highlighted in red.

LastName, FirstName, MiddleInitial, SR/JR, NickName, Wife'sName, POBox, Address, City, State, ZipCode, Phone#, EMail, YearJoined, BirthMonth, BirthYear, Occupation/Hobbies, GroupActivity1, GroupActivity2, GroupActivity3, GroupActivity4, GroupActivity5, GroupActivity6, GroupActivity7, GroupActivity8, GroupActivity9, GroupActivity10, GroupActivity11, GroupActivity12, MonthMeeting1, MonthMeeting2, MonthMeeting3, MonthMeeting4, MonthMeeting5, MonthMeeting6, MonthMeeting7, MonthMeeting8, MonthMeeting9, MonthMeeting10, MonthMeeting11, MonthMeeting12,

    For the sake of uniformity, I keep all information in uppercase except for e-mail addresses which are in lowercase.

    The GroupActivity fields represent the activities of Golf, RV/Trips, Bowling etc. They contain either a 0 (zero) if they do not participate, or 1 (one) if they do participate in that activity. If you don't have this information it's ok to leave them blank or place zero's in all the fields.

    The MonthMeeting is a very important field.  This is how SIR-ADM keeps track of attendance.

The formatting for the MonthMeeting field is: XMMMYY

X         =     [A for Absent | P  for Present | E for Excused | M for Missing | I for Inactive]

MMM =        three letter abriviation of the month (JAN, JUL, DEC)

YY      =         two number abbreviation of the year (08 for 2008 or 10 for 2010)

• A member who attends a meeting is PRESENT
• A member who did not attend and did not call is ABSENT
• A member who did not attend but called in is EXCUSED
• A member who does not return their badge after the meeting is MISSING
• A member who goes out of the area for the season is INACTIVE

For clarification, here are a few examples:

PSEP10      =    Present for September of 2010
AJUL09      =    Absent for July of 2009
MOCT11    =    Badge missing on October of 2011
EFEB10      =    Excused for Feburary of 2010
IDEC09      =    Inactive for December of 2009

The file named "Example Excel Database for IMPORTING.csv" can be downloaded HERE.  The example below shows how your database should look

To save your database in the correct format is nothing difficult. Click Save As and you should see something similar to this...

Change the "Save as type" to CSV (Comma delimited) (*.csv)

Your converted database is now ready for importing into SIR-ADM.