Congregation Field Service Report

JW Scheduler Congregation Field Service Report helps JW Congregation Secretaries compile the monthly Field Service Report.

Congregation Field Service Report data comes directly from Persons > Publisher Records and Congregation > Meeting Attendance. Adjustments to a Publisher Record Card or Meeting Attendance will automatically be reflected in the Congregation Field Service Report, unless the Congregation Field Service Report has already been Submitted to Branch.

To access the Congregation Field Service Reports, click Congregation > Congregation Field Service Report

JW Scheduler Secretary Program Congregation Field Service Report menu

How does the Congregation Field Service Report work?

The Congregation Field Service Report provides a summary of your congregations Field Service activity for a certain month.

The summary includes Publishers, Auxiliary Pioneers, Regular Pioneers, Special Pioneers and publishers who report directly to the branch. You can see Placements, Video Showings, Hours, Return Visits, Bible Studies and any Credit.

The Congregation Field Service Report also includes more advanced information, such as:

  • Active Publishers. The total number of publishers who reported any field service during the last 6 months.
  • Irregular Publishers. Publishers who missed at least 1 month during the last 6 months.
  • Inactive Publishers. Publishers who have not reported any field service for the last 6 months.
  • New Inactive Publishers. Publishers who became Inactive this month.
  • Reactivated Publishers. Publishers who were reactivated this month.

Congregation Field Service Report data comes directly from Persons > Publisher Records and Congregation > Meeting Attendance. Adjustments to a Publisher Record Card or Meeting Attendance will automatically be reflected in the Congregation Field Service Report, unless the Congregation Field Service Report has already been Submitted to Branch.

When a month has been Submitted to Branch, the entire report is locked. Changes elsewhere in JW Scheduler will not update a locked report.

This sometimes results in differences between the Persons Filter and the Congregation Field Service Report. This is normal. The Congregation Field Service Report represents the Field Service Activity of your congregation at that moment in time.

JW Scheduler Secretary Program Congregation Field Service Report Congregation

Submitted to Branch

Once per month, after you have submitted the report to the branch via JW.org, click the button Submitted to Branch

JW Scheduler Congregation Congregation Field Service Report Submitted to Branch

Clicking Submitted to Branch does the following:

  1. The Active, Irregular, Inactive, New Inactive and Reactivated status of all publishers is automatically updated based on their Publisher Records. A summary is shown asking you to confirm.
  2. The Congregation Field Service Report is locked. Any future changes made to Publisher Records or Meeting Attendance will not change the Congregation Field Service Report.
    • Note: If a publisher submits their report late, i.e. after you have already clicked Submitted to Branch, you should enter their report in the Publisher Record as usual, but tick the box Late. The report will then be automatically added to next month. See Publisher Records for more details.
  3. If you have enabled the NW Publisher app and ticked Show Field Service History, this data is now ready to be sent to the app. You should now click App > Send App Data > then Prepare and Send all data.

Important Note

Many Secretary and Field Service related reports use Congregation Field Service Report data to generate averages and totals. Additionally, the Active, Regular, Irregular and Inactive status of publishers is also based on this historical data.

Therefore, to ensure the Congregation Field Service Report works correctly, you should please first enter at least 6 months Congregation Field Service data (preferably 12 months), and then click “Submitted to Branch” for these previous months in reverse date order (from oldest to newest).

Please see Problems with Congregation Field Service Data for more information

Congregation

Field Service Report Totals

Field Service Count and Totals are calculated from Person > Publisher Records, and includes any previous months marked as Late.

To see how these numbers are calculated, you can click the Blue Bold headings for a detailed breakdown.

Active and Regular Publishers

An Active Publisher is someone who has reported more than 0 hours at least once in the last 6 months. Only the Active Publishers count is sent to jw.org.

  • Note: The Active Publisher Count includes Special Pioneers and persons who Report Directly to the Branch. Although the field service totals of those ones is not counted towards the Congregation Field Service Report, they are counted as  Active Publishers in the congregation.

Regular Publisher is someone who has reported more than 0 hours every month for the last 6 months, or since they started preaching or were reactivated.

  • Note: For new publishers, please ensure you set their Persons > Spiritual > Date first started preaching field, otherwise they may be marked as Irregular when you Submit the Congregation Field Service Report.
  • Note: For reinstated publishers, please ensure you set their Persons > Spiritual > Reinstated date, otherwise they may be marked as Irregular when you Submit the Congregation Field Service Report.

Irregular Publishers

An Irregular Publisher is someone who has reported 0 hours or no report at least once in the last 6 months, unless they recently started preaching or were reinstated.

Inactive Publishers

An Inactive Publisher is someone who has not reported any hours in the last 6 months.

  • Important: For the Congregation Field Service Report to correctly display the number of Inactive Publishers, you must please first perform the following:
  1. Input at least the last 6 months of Publisher Records.
  2. Click Submitted to Branch for the last 6 months Congregation Field Service Reports, in reverse date order (oldest to newest)

Otherwise, JW Scheduler has no way of knowing if someone is Inactive or if you simply haven’t entered their previous Field Service data.

New Inactive Publishers and Reactivated Publishers

A New Inactive Publisher is someone who became inactive this month. I.E. that have not reported any hours for the last 6 months.

A Reactivated Publisher is someone who was previously Inactive, but has just started publishing again this month.

    Publisher Status

    As mentioned under Submitted to Branch, the Active, Irregular, Inactive, New Inactive and Reactivated status of all publishers is automatically updated based on their Publisher Records when Submitted to Branch is clicked. A summary is shown asking you to confirm.

    This can be manually changed in Persons > Spiritual.

    Changing or Editing Previous Months Reports

    As mentioned under Submitted to Branch, the Congregation Field Service Report is locked when Submitted to Branch is clicked. Any future changes made to Publisher Records or Meeting Attendance will not change the Congregation Field Service Report.

    If you must make a change to a previous month:

    1. Click Undo Submit
    2. Make the change
    3. Click Submitted to Branch again
    4. Click Undo Submit and Submitted to Branch again for all newer months, even if no future changes were made.
    • Important Note: Clicking Submitted to Branch causes the Active, Irregular and Inactive status of all publishers to be updated, based on the field service information at that time. Additionally, JW Scheduler expects months to be Submitted to Branch in time-order, otherwise strange results might occur.

    Therefore we strongly recommend you set any previous months as Submitted to Branch in reverse time order, ending with the latest month.

    For example:

    • It is now 5th October 2020, and your last ‘Submitted to Branch’ month is September 2020. However you must make a change to June 2020 Congregation Field Service Report. You select June 2020 and click Undo Submit, make the change, then click Submitted to Branch again. You should now also select July 2020, click Undo Submit then click Submitted to Branch again, and then repeat for all previously submitted months finishing with September 2020.

    JW.org

    After the end of the month, once all Reports have been received and entered, Congregation Field Service Report will show the figures that should be submitted to the branch.

    • Note: You will need to manually keep track any partial hours and add them to the next months report.
    1. Login to JW.org and enter these figures manually.
      • Note: JW.org Term of Use forbid any computer software from automatically submitting data to JW.org, so JW Scheduler is unable to automatically submit any data to the branch.
    2. After you have submitted the report to the branch, click Submitted to Branch
    JW Scheduler Secretary Program Congregation Field Service Report JW.org

    Publishers

    Entering Reports

    • Note: See Persons Publisher Records for more information about how to enter reports, including partial hours or less than 1 hour reports.

    There are three ways to enter publishers Field Service Reports:

    1. Congregation > Congregation Field Service Report > Publishers. This list can be filtered by Group as well as “Missing Reports”.
    2. Persons > Publisher Record.
    3. Using the NW Publisher app, publishers send the report directly to JW Scheduler.
    JW Scheduler Secretary Program Congregation Field Service Report Publishers1

    Missing Reports

    To see a list of those whose reports are missing,

    1. Click Congregation > Congregation Field Service Report > Publishers tab.
    2. Tick the box Missing Reports Only.
    • Note: Missing Reports will only show No Report, not Nil report. Entering 0 hours means they have submitted a report with 0 hours, it does not mean their report is missing. Please see the heading No Report and Nil Report below for more information.
    • Note: You can also save, print or email a report with Missing Reports via Printing > Secretary > Missing and 0-hour Reports. See Secretary Printing for more information.

    No Report and Nil Report

    No Report means a report has not yet been submitted, i.e. it is missing.

    • Note: If the Persons > Publisher Record > Hours is BLANK or EMPTY, they publisher will be shown in the Missing Report list.

    Nil Report or 0-Hour report means a person has confirmed no service activity, or has submitted a ‘0’ report.

    Late Reports

    If you tick the box Late for a person in a particular month, his Late report will be added to the current Unsubmitted month. If the person has multiple late reports from multiple months, they will all be included in the current Unsubmitted month.

    Problems with Congregation Field Service Data

    If you think there is a problem with the Congregation Field Service data, please first carefully re-read all of the above, especially How does the Congregation Field Service Report work?

    Important: Many Secretary and Field Service related reports use Congregation Field Service Report data history to generate averages and totals. Additionally, the Active, Regular, Irregular and Inactive status of publishers is also based on this historical data.

    Therefore, to ensure the Congregation Field Service Report works correctly, you should please first enter at least 6 months Congregation Field Service data (preferably 12 months), and then click “Submitted to Branch” for these previous months in reverse date order (from oldest to newest).

    Understand where the Congregation Field Service Report data comes from

    Please remember, all data for the Congregation Field Service Report comes directly from Person > Publisher Records Congregation > Meeting Attendance Records, not the Person Information. This sometimes results in differences between the Persons Filter and the Congregation Field Service Report.

    Some examples:

    • In Person Information a publisher might be set as Publisher. Yet he Auxiliary Pioneers for one month. In Person Information he will still appear as a Publisher, but in the Congregation Field Service Report for that month he will be counted as an Auxiliary Pioneer.
    • The Publishers count lists all who published for a particular month, including Unbaptised publishers. The Persons Filter lists these separately as Publishers and Unbaptised Publishers.
    • If a publisher submits their field service report late, and you tick “Late” on the Person Publisher Record, the publisher “Count” increases by 1 extra for the next months Congregation Field Service Report. This means sometimes the Publishers Count can be greater than the amount of publishers in your congregation.

    Understand what clicking Submitted means

    Please remember that once a month has been set as ‘Submitted to Branch‘ the data is locked. Changes made elsewhere will not update this data.

    Some examples:

    • If you mark previous months as Submitted to Branch, and then change someone from a Publisher to Regular Pioneer, this will not update the Regular Pioneer count on any previous or current reports or graphs.
    • If you click Submitted to Branch and then change any figures for any persons, this data will not be updated on any current or previous reports.
    • If you click Submitted to Branch and then make any changes to the Meeting Attendance, this data will not be updated on any current or previous reports.

    Be careful marking old months as Submitted

    Please remember, clicking Submitted to Branch causes the Active, Irregular and Inactive status of all publishers to be automatically updated based on the field service information at that time. Additionally, JW Scheduler expects months to be Submitted to Branch in time-order, otherwise strange results might occur.

    Therefore we strongly recommend you set any previous months as Submitted to Branch in reverse time order, ending with the latest month.

    For example:

    • It is now 5th October 2020, and your last ‘Submitted to Branch’ month is September 2020. However you must make a change to June 2020 Congregation Field Service Report. You select June 2020 and click Undo Submit, make the change, then click Submitted to Branch again. You should now also select July 2020, click Undo Submit then click Submitted to Branch again, and then repeat for all previously submitted months finishing with September 2020.

    Common Questions and Problems

    Please carefully re-read the sections How does the Congregation Field Service Report work and Problems with Congregation Field Service Data above.

    If you still feel there is a problem with the Congregation Field Service Report:

    1. Under Congregation Field Service Report > Congregation, click the Blue Bold headings to view the data used to calculate the Count and Totals. Feel free to manually check these figures with a calculator.
      • E.G. Publishers, Auxiliary Pioneers, Regular Pioneers, etc.
    2. Click the Blue Bold headings for Active Publishers, Publishers, Auxiliary Pioneers, etc to determine which person is incorrectly listed. You can then fix their Publisher Record card.
    3. Check the Person Publisher Record cards.
      • E.G. Has “Late” been incorrectly ticked for someone? Has “AP” been incorrectly ticked for someone? Is the Hours field 0 or blank for those who did not report?
    4. Check if the month has already been set as Submitted to Branch.
    5. Click Undo Submit and then re-click Submitted to Branch, and see if that fixes the problem.
      • E.G. If the month has already been marked as Submitted, but the Meeting Attendance hasn’t been entered yet, the Meeting Attendance will always remain at 0.

    Please carefully re-read the sections How does the Congregation Field Service Report work and Problems with Congregation Field Service Data above.

    Members Active, Regular, Irregular and Inactive status is based on historical Field Service Data, i.e. their last 6 months.

    Therefore, to ensure the Congregation Field Service Report works correctly, you should please first enter at least 6 months Congregation Field Service data (preferably 12 months), and then click “Submitted to Branch” for these previous months in reverse date order (from oldest to newest).

    If you do not enter at least 6 months of Field Service data, JW Scheduler has no way of knowing if a member is Active, Irregular or Inactive.

    As mentioned in How does the Congregation Field Service Report work? the Congregation Field Service Report is based off Publisher Records only.

    A Publisher must have the AP field ticked on their Publisher Record to be counted as an Auxiliary Pioneer that month, regardless of whether they are technically a Continuous Auxiliary. Sometimes continuous auxiliary pioneers have a month or two off, and therefore would not be counted for those months.

    As mentioned in Person Spiritual Information, when “Continuous Auxiliary” is selected, JW Scheduler will automatically tick AP for all future Publisher Records (Current and previous months will not be affected.) This is for your convenience only. You should still ensure AP is ticked for each month they Auxiliary Pioneer.

    Please carefully re-read the Entering Reports section above.

    See Members Publisher Records for more information about how to enter reports, including partial hours or less than 1 hour reports.

    There are many ways to do this, depending on your preference:

    In JW Scheduler

    1. In JW Scheduler, the congregation Secretary or his assistant can enter field service reports. They can use either the Congregation Field Service Report > Publishers or Persons > Publisher Records views.
    2. In JW Scheduler and after enabling Congregation Sharing, each Group Overseer or Assistant can enter their group field service reports. They can use either the Congregation Field Service Report > Publishers or Persons > Publisher Records views.
    3. In JW Scheduler, the congregation Secretary or his assistant can click the Send Field Service Collection to Group Overseers Quick Step.
    4. In JW Scheduler, the congregation Secretary or his assistant can Print or Email the Send Field Service Collection to Group Overseers report to Group Overseers.

    Using the JWS Publisher app

    1. Using the NW Publisher app, each publisher can submit their own field service report. The Congregation Secretary or Group Overseer can then Import this into JW Scheduler
    2. Using the NW Publisher app, a Group Overseer can be set as a Delegate for other publishers, and then submit field service reports for these publishers.

    A reactivated publisher is any publisher who has not reported any hours for 6 months or more, and then reports more than 0 hours of field service.

    There is nothing special you need to do with reactivated publishers.

    As is the same with all publishers, if it is known they did not report any time for a month, the hours should be set at 0, and not left blank. Blank means the report is missing.

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