It is a typical Monday morning at the Vineyard Christian Fellowship in Yorba Linda, California. A secretary has just finished adding names to what is now an updated church directory of the 3,000-member congregation.
The directory is not just your average church directory, however. Besides the names of everyone who’s involved regularly in the church, it categorizes members by age, occupation, marital status, number of children and their ages, interests, spiritual gifts, and potential involvement in the ministry of the church.
Despite the complexity of the directory, its weekly maintenance is just one of this secretary’s many responsibilities. It took her less than an hour, using a personal computer. Now, if anyone needs a volunteer to help with a specific need, a complete list of possible people can be produced in seconds with the push of a few buttons.
After she has finished updating the directory, someone else may use the computer to finish compiling a complete record of giving by Vineyard members, thus simplifying considerably the task of issuing receipts at tax time.
Later on, another secretary will revise the draft of an outline that Pastor John Wimber will be using in a class he teaches at Fuller Seminary. Despite the complexity of the material, she’ll type the basic draft only once. A sophisticated word processing program does the rest, allowing editing and re-editing without retyping.
Several months age the Vineyard divided itself into small-group ministry sectors. Postal Zip Codes were used as a guide so that people who live in the same neighborhoods could be ministered to with convenience.
Using Zip Codes for sector boundaries makes it easy to send bulk mailings of upcoming events of interest to specific small groups. These small-group ministries, called “kinships,” are scattered throughout greater Orange County and look after the needs of members in a manner reminiscent of the division of the Israelite tribes into groups of tens, fifties, and hundreds.
There’s no doubt about it-the same personal computers that have become so popular in the home and the small business office are now beginning to surface in churches.
As the Vineyard’s experience illustrates, the personal computer has the potential for being an impressive servant in meeting the ongoing business needs of today’s churches. But it can be an intimidating idea for pastors more comfortable with people than print-outs. Let me try to shed some light on this confusing field.
Can’t Tell the Programs Without a Player
To give a quick (and therefore slightly imprecise) overview of the field, let’s just say that there are three basic types of computers on the market today.
On the small end of the spectrum are the mini computers. These little home machines range in price from less than $100 to over $1,000. They’re made by such companies as Atari, Commodore, Apple, Mattel (Intellivision), and others. They usually require the buyer to hook up the computer to a television set in order to see the visual displays. Most purchasers of these units, no matter what they say publicly, really bought them to play video games.
On the other end of the spectrum, there are the multimillion dollar “mainframe” computers. Mainframes are the monsters that keep sending you that overdue bill for $37.50 from XYZ Department Store eight months after you paid it.
In the middle of the spectrum, you’ll find the personal computer. The industry calls them “microcomputers.” They generally range in price from about $6,000 to $10,000. These are the computers most appropriate for church use.
The key terms in computers are software and hardware. Software is the program, the set of instructions, that makes the computer perform a specific task. Hardware is just what the word implies-the nuts and bolts of the computer itself. Well, actually you won’t find many nuts and bolts in a micro, except maybe to hold the cover on. Computer hardware usually consists of four items: a keyboard, a television screen monitor, a disk drive, and a printer.
The keyboard is the tool you use to tell the computer what to do. It usually contains all of the keys you’ll find on a standard typewriter, plus a few more. It’s these “few more” that will cause first-time operators the most headaches.
On some units, the keyboard and the monitor have been combined into one single unit, called a terminal. Combined keyboard/monitor units are handy because they don’t have any connecting cable to wear out. On the other hand, having separate keyboard and monitor allows you to position the two on your desk in a way that’s the most convenient for you. I prefer them separate. It keeps things simpler for servicing the computer, too, when something (inevitably) goes wrong.
The monitor is also called a “console,” or sometimes a “CRT” (cathode ray tube), a fancy term for “television screen.”
Disk drives are the computer’s memory, the electronic equivalent of a file cabinet.
They come in two basic types: flexible disk drives and hard disk drives. Flexible (or “floppy disk”) drives come in two sizes: 51/4-inch diameter or 8-inch diameter. As you no doubt suspected, the two sizes are not interchangeable.
Hard drives use rigid disks about the size of 33 RPM records. Floppy disks are less expensive, but they don’t store as much information. A large church (say, with more than 1,000 members) should consider investing in a hard disk system because it makes handling data much easier.
Also, it’s wisest to buy not just one but two floppy disk drives (you can get by with a single hard disk drive)-one drive to run the programs and the other to store the stuff you create. Things stay nice and orderly that way.
Printers do just what the name implies. They print. They come in two basic types: dot matrix, which produces print that looks like a computer, and letter quality, which produces print that looks like a typewriter.
Two other terms are also necessary for a working vocabulary: byte and RAM.
The capacity of a computer to remember information is measured in bytes. A byte is roughly equivalent to one character. There are about 64,000 bytes (abbreviated 64K byte) available in the average personal computer’s working memory. Some provide more. The computer can permanently store much more than 64K bytes on its disks.
RAM is an acronym for Random Access Memory, the computer’s “desk top” where it electronically spreads out its work. Information from the program is also placed here until transferred back to the disks for permanent storage. Because sophisticated software takes up a great deal of RAM, the more memory a computer has, the better. Most microcomputers come with an industry standard 64K bytes of RAM. The computer loads a copy of the program you are running into RAM from the disk, then performs the tasks commanded by the program.
Between the software, the hardware, and the wizards of Silicon Valley, churches can now purchase computers that will:
Do word processing. These programs can generate virtually any office document needed in church ministry from short letters to book-length manuscripts.
Optional electronic proofreaders, with built-in dictionaries, will automatically spot misspellings and typographical errors. You can even create special theological dictionaries to use for writing those monographs for prestigious scholarly journals. It’s easy to add words like heilsgeschichte and ontological (which you can bet aren’t included in the 22,000-word standard programs).
The optional mass mailing programs can send letters to the deacon board or the entire congregation, inserting individual names in the appropriate places while the church secretary does something else.
Handle routine accounting tasks. These programs can pay bills, handle payroll matters (including required deductions), and keep track of the church budget.
Manage data. Programs can handle just about any kind of information. That means you can assemble that fancy church directory. Using a data management program, you can categorize virtually any amount of data and sort it according to your particular congregation’s needs.
Literally hundreds of different kinds of programs are available, of course, but my opinion is that most churches can get by with having just word processing and a data management program.
How much does this software cost? It varies, of course, but you can expect to pay about $1,000 for both programs.
How much for the computer? Plan on spending from $3,500 to $6,000 for a basic system, not including software, but including a dot matrix printer. Add another thousand or so for a letter quality printer.
What to Look for
When shopping for a church computer, sometimes small but important things are overlooked.
Have the person who will be using your system the most sit down and try out the feel of the keyboard. This would be the secretary, for example, if you’re mainly interested in processing letters and church bulletins.
Is the control key easily accessible? With some word processing programs, you need to hit the control key quite often. The control key is something like a second shift key. Just as the shift key turns the keyboard from lower case to upper case, so also the control key turns the keyboard from alphabetic character input to command input.
Unfortunately, some systems (such as the Kaypro II and the Apple II) place the control key where it is difficult to use repetitively for continued word processing commands. The Xerox 820-II conveniently eliminates operator fatigue by positioning dual control keys on each end of the space bar, a feature that secretaries who use the system for prolonged periods of time will appreciate.
Another thing: make sure the sales people who introduce you to the system do not undersell you. Unscrupulous dealers will sometimes sell you just enough hardware or software to get you hooked (sometimes at a great price), knowing that you’ll be back later.
The solution? Get a comprehensive bid before you buy. Get some practical business thinkers in your congregation to take bids from several companies. I suggest that your computer purchase bid include the following as part of the comprehensive deal:
1. A complete hardware system. Make sure the bid price includes: keyboard, console, dual disk drives (I recommend eight-inch floppies if you’re a church with less than 1,000 members), and a good printer, preferably letter quality. My personal preference is the Xerox 820-II system.
2. A complete software system. In my opinion most churches do not need a custom-made $16,000 church management software package. Off-the-shelf business packages usually do everything necessary and at a fraction of the cost.
Make sure the package includes both word processing and data management programs. For word processing, I recommend WordStar, with its optional SpellStar proofreading program and MailMerge program for repetitive documents. All are manufactured by MicroPro International in San Rafael, California. (No, I don’t know why they don’t put spaces between the words in their names. Sometimes it’s best in this industry not to ask too many questions.) WordStar is the most powerful of the text editors, and the entire package retails for around $800.
For data management, if a church is willing to take the time to train its people to use it, DBase II, made by Aston-Tate, is my recommendation. It can do basic accounting and can create sophisticated management routines that do everything the custom-made packages do-at no extra cost. It retails for around $800. MicroPro also markets a program called DataStar, which isn’t as sophisticated as DBase II, but it’s simpler to learn and operate.
If a church buys both word processing and data management programs from the same retailer, it will generally get a discount on the complete package.
3. A maintenance agreement. Things break down. Have the salesman add a maintenance agreement good for one year to the bid price. Most of the factory warranties are only good for ninety days or so. Ask if loaners are available if your system goes down for more than a day. If they say yes orally, have them say yes in writing.
4. Post-purchase follow-up. Make sure they are willing to commit themselves (orally and in writing) to adequate training on your system, including the use of your software. And don’t be afraid to tell them you are going to define when that training is adequate. You’re the customer, and you’re paying for a service. Get your money’s worth.
5. An adequate amount of supplies. You can usually get the seller to throw in a box or two of continuous form paper and a box of printer ribbons as part of the deal, and maybe even a box of floppy disks as well.
Buying Strategies for Churches
If you’re seriously considering a personal computer for your church, your best strategy will probably be determined by the size of your congregation.
1. If your church has less than 600 members, consider purchasing a system with a 51/4-inch floppy disk. If you expect to be growing as a church in the next few years, avoid a system with built-in drives. You’ll have to sell your entire system in order to expand your ability to keep track of your members. Better get a modular system, such as the Xerox 820-II or the IBM Personal Computer. As your church expands, so can your system.
2. If your church is between 600 and 3,000 members, consider a system having 8-inch floppy disks. Go with a letter quality printer and you can produce a justified margin for your church newsletter and bulletins, using WordStar. (WordStar will even allow you to produce two-column printing for a professionally typeset look.)
3. If your church has more than 3,000 members, go with a hard disk system. You can store everything you need to run your system on hard disk, with access possible almost instantaneously. Expect to spend around $10,000, though.
One last point. Once you have your system-or better yet, before you make your final decision- talk to your dealer about user’s groups, local clubs composed of personal-computer owners. By going to one or two meetings you can usually get a pretty good idea of how practical the system you’re thinking of buying really is.
The salesmen usually don’t follow you in there, so you can ask questions of real owners without any fear of product hype. Most of the time you can even get some “hands on” experience without salespeople around. Just remember, though, owning a personal computer is like joining a cult-no matter what system anybody else has, unless it’s the same one you have, it’s bound to be wrong.
At first glance, the world of computers can appear threatening. But if you take your time, ask lots of questions, and refuse to be hurried, your church may find that adding a machine to the ministry gives you more time to spend with people.
SIX OPTIONS
Here is a quick introduction to six of the literally hundreds of personal computers available today. The brand name, manufacturer, and a few comments are listed. Unless otherwise indicated, all systems have a capacity of 64K bytes RAM, feature both upper and lower case, and use a screen that can display twenty-four lines of eighty characters each.
A typical suggested retail price is also included, but these are known to fluctuate due to keen market competition. As they say in the car ads, “Use these figures for comparison.”
Apple II
Price: $2,000 to $7,000, depending on options. Color monitor optional. Terminal is 40 characters by 24 lines; 80 by 24 available as option. Lower case optional at extra cost. Manufactured by Apple Computer, Inc., 10260 Bandley Drive, Cupertino, CA 95014.
Comments: Popular among first-time users of business computers, it’s more accurately described as a hobby-toy turned pro. Awkward for word processors to use for extended periods due to poorly placed control key. Business owners may soon feel they have outgrown this system.
Apple III, a more advanced system (which as a complete system retails from $5,000 to $8,000), is also available. It has 256K bytes RAM and a few more features.
One important thing to remember about Apples: they are notorious for being absolutely incompatible with anything else on the market. Be prepared to become electronically addicted to Apple-based software if you buy this system. Virtually no one else’s products will interface with Apple products. As one Apple executive remarked, “Apple is compatible with Apple. Period.”
IBM Personal Computer
Price: $2,000 to $6,000. 256K bytes. Color monitor optional. Manufactured by IBM Information Systems, Box 1328, Boca Raton, FL 33432.
Solid reputation of IBM’s experience with mainframe computers behind it. Offers a wide selection of software.
Kaypro II
Price: $1,800. With optional dot matrix printer: $2,300. Built-in 9-inch green phosphorus CRT. Configured to run on optional (available at extra cost) battery pack. Manufactured by Non-linear Systems, Inc., 533 Stevens Avenue, Solana Beach, CA 92075.
Similar in design to the Osborne I (next paragraph), except its designers stacked the dual 51/4-inch floppy disk drives on top of one another. This allows for the larger, 9-inch built-in CRT, thus alleviating eyestrain. Has same control key difficulties as Apple II. Comes with Perfect Writer (a word processing package somewhat easier to use than WordStar, but not as sophisticated) and other selected software.
Osborne I
Price: $1,800. Built-in 5-inch display monitor, 52 characters by 24 lines. Uses dual 51/4-inch floppy disk drives, placed one on either side of CRT. Manufactured by Osborne Computer Corporation, 26500 Corporate Avenue, Hayward, CA 94545.
A briefcase-sized portable, at least in theory. Users may find it a bit bulky to carry handily; nevertheless it remains a powerful portable system. Can run on auxiliary battery pack. Built-in monitor is small-5 inches-and users usually wind up spending more money on a larger CRT. Nevertheless, an excellent system.
Radio Shack TRS-80 Model II
Price: $7,000 to $12,000. Built-in 12 inch b/w monitor. Manufactured by Radio Shack, 1300 One Tandy Center, Fort Worth, TX 76102. One of the first companies to market a truly personal computer. Several different models are available, mostly characterized by differing memory sizes and options. Not as simple to operate as Apple II but it can do more.
Xerox 820-II
Price: $3,000. Hard disk drive system with 8 megabyte capacity about $7,000. Monitor 12-inch b/w. Manufactured by Xerox Office Products, 1341 Mockingbird Lane, Dallas, TX 75247.
Designed with office users in mind. Keyboard controls functionally placed, with control keys placed to both ends of space bar for operator convenience rather than following a commonly accepted engineering standard to the left of the letter A. If your secretary will be word processing for hours on end, this is the system to buy. Toll-free 800 number accessible during business hours for user help provided as part of purchase price.
William Welty is a research consultant in Anaheim, California.
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