HOW TO GUIDE for the Our Christian Life and Ministry OCLM Software Program

After downloading the software, please follow the steps contained in the OCLM Getting Started Guide to get OCLM ready for scheduling.

Here some are quick guides for managing students, managing schedules, importing the MWB Monthly Workbook schedule source material, scheduling students/parts, printing and more:

Quick Guides:
Importing
Students
Set-up/Scheduling

To Create a Schedule - Quick Guide:
  1. Click on the Create Schedules/Print tab
  2. Find the Week to auto-fill with students.
  3. To view and/or change students for that week, click the "View" link for that Week's row. Make changes (delete student [red x], add student [yellow +], set the student's study point). Click the save button [disk icon] to save any changes. Then click the "Go Back to Schedules" button to go back to the Create Schedules/Print tab.
oclm schedule
To Print a S-140 Schedule - Quick Guide:
  1. Create schedules (see Create Schedule – Quick Guide above). Checkmark the last column in the Grid on the Create Schedules/Print tab, entitled, "Select Weeks For Printing", for the Weeks to print.
  2. From the dropdown list at the top, select the S-140 option.
  3. All weeks for the month will automatically be selected (to make the template print correctly - for printing consistancy).
  4. Click the Print button.
  5. A save file box will appear. Enter any file name in the box click save.
  6. The file will then appear in your Word document editor.
  7. In your Word document editor, make any adjustments, then print through your Word document editor.
  8. Done.
s140
To Print S-89 PDF Slips - Quick Guide:
  1. Create a schedule (see Create Schedule – Quick Guide above). Checkmark the last column on the Create Schedules/Print tab, entitled, "Select Weeks For Printing", for the Weeks to print.
  2. From the dropdown list at the top, select S-89 Slips (4up or 1up depending on template you have downloaded - only with compatible fillable S89 slips).
  3. Click the Print button.
  4. A save file box will appear. Enter any file name in the box click save.
  5. The file will then appear in your PDF reader/editor.
  6. In your PDF editor, make any modifications to the text, then print through your PDF reader/editor. (Note: The PDF viewed in an internet browser may not allow editing. If so, open the PDF in a PDF reader program)
  7. Done.
s89
Student Tab:
The program automatically starts showing the Student tab.
Begin to add names and profiles of all the students / participants for the L&M meeting.

Start by entering the students and their profile information.
A students profile is very important in regards to scheduling the meeting parts correctly. The auto-fill algorithm takes into consideration all aspects of a students / participants profile. The type of talks they can do, the schools they can be in, if they are currently active, and their availability (if they are on vacation), their talk hisotry etc., are all considered when auto-filling the participants to a talk.

Add Students:
To add a new student use the 'Add New' button:
TMS add student info

Edit Students:
To edit a student’s information, navigate to the row by clicking directly on the row or by using the navigation arrows in the toolbar. When the row is selected, the row will now become editable. Start modifying the students / participants information and click save.
OCLM Students

Delete Students:
To Remove a student from the list, use the 'Delete' button.
Delete OCLM student info
If the student / participants will become active again in the near future, you can Uncheckmark the Active checkbox. This way you will not need to re-enter their information when they become active again. When the Active checkbox is unchecked, the participant will not be auto-filled and thus not assigned any talks.

Save Students:
When complete, remember to save. It's important to Save often by using the 'Save Data' button.
Save OCLM student info

Sort Data:
It’s easy to sort grid data throughout the software. Click on the Column Heading Once for ascending order, and again for descending order. On computers with a higher resolution (more screen space), you will see an arrow in the column header indicating the sorting direction.
Note: Many columns are sortable. This makes it easy to see who are brothers, sisters, assistants, active and inactive, and their parts they can do in their profile.
Sort OCLM Data
You can also jump to any row by clicking on that row, or by typing the row number in the box or by using the forward and backward navigation buttons.
Navigate OCLM Data
The History column contains a link that lets you view more details about each participant. For example, to see a Participants Talk History or Student Availability. Save your data on the Student Tab by pressing the Save button before clicking on the History or Availability View links. Remember to hit the save button when additions, edits, or deletions have been completed.

Student Tab - History Column - View Link (Set Next Study Point)
This area is accessible from the Student Tab. To view or modify a students talk history or modify their current and completed study points etc, click the View link under the History column.

Provides the ability to View, Add, Edit or Delete a students Talk History. Update current and completed study points, next study point etc. Each column is sortable by clicking on its column title.

Students Talk History

Each student has a provided link where more details about the student's talk history can be viewed and modified.
OCLM student history
In the Students Talk History Area, all talks given or talks that have been scheduled are viewable (autofilled when a schedule is created/modified) and is always editable.

At the top of this Area, there will be the students Next Study Point.
For more information about students Study Points please see Students Study Point - Selecting and Next Point.

The Student Talk History will populate automatically when a schedule is created or manually edited. It wouldn't be necessary for the L&M overseer / COBE to populate this area with the Add button, unless they wish to add old talk history. By adding old talks, this will provide data for the scheduling algorithm more information to determine not to schedule a student for a talk, as soon in the schedule, if they have just given a talk.

Therefore, the Talk History area is more for editing a Students Talk History after they have given their talk. Updating the Completed date, setting point used.
Also, if the student has successfully completed the Study Point, the overseer can change/update their Next Study point.

You will notice the same look and feel and functionality as the Main Student Info Tab, with the same familiar Toolbar and Grid. The functionality is consistent throughout the program.

Remember to click the save button when additions, edits, or deletions have been completed.

To go back to the Main Students Tab, click the Go Back button.

Student Info Tab 'Availability Column' View Link
This area is accessible from the Student Info Tab. To view or update a students availability/vacation dates, click the View link under the Availability column.
Provides the ability to View, Add, Edit or Delete a students Availability/vacation dates.
The student will not be scheduled to give talks for these dates.
If the student will be away for an unknown period of time, a students active checkbox can be unchecked on the Students Tab.
Most columns are sortable by clicking on its column title.
 
Each student has a provided link where a students availability can be viewed and edited.
Student Availability in OCLM

In the Students Availability Area, a students unavailable dates can be added, edited or removed.

Here the overseer can enter a description of the unavailability (vacation, temporary absence, etc). The start date and end date of the unavailability.
Note: If the student's return is unknown, it may be best to place the student as inActive (active box unchecked) in their student profile on the Student Info Tab until they return or their return date is known.

The auto scheduling algorithm will take their availability/unavailability into account when scheduling the students. They will not be scheduled for a talk if they are not available in that date range.

When scheduling student vacations/unavailability it's best to indicate a students unavailable date starting on a Sunday to ending on a Sunday. This way, it will cover the entire school schedule week (especially if the schedule is set using the Monday's date for each week).

You will notice the same look and feel and functionality as the Main Student Info Tab, with the same familiar Toolbar and Grid. The functionality is consistent throughout the program.

Remember to click the save button when additions, edits, or deletions have been completed.

Click the Go Back To Students button to return to the Main Student Info Tab.

Generate/Edit/Print Schedule Tab
This tab is where the Auto Scheduling / Manual Scheduling is done for each weeks school schedule. On this tab, the OCLM source material can be Added, Edited, or Removed. Instead of Typing in the whole schedule, you may add schedule weeks gradually as needed. Also, you may be able to Import the JW.org RTF monthly workbook schedule.

Generate Schedule Screen:

Based on the students information (servant, talk types, school preference etc.), availability and talk history, the program properly assigns students to talks.
The program assigns students in an alternating pattern, so a student is assigned an alternating/balanced amount of talks, talk type and school type.
The overseer may specify any special events that may affect the schedule for a particular week.
To create a schedule and assign students to talks, click the Create link under the Populate Week column for the appropriate weeks material.
When the Create link is clicked for a particular week, the checkbox under the column Schedule Created will be checked. You can always re-create the weeks schedule by clicking on the Create link again or clear the schedule by clicking on the reset link.
To view or update (swap speakers, change students study point, change schools, change brother to sister talk and add an assistant etc.) for a scheduled week, click the View/Edit link under the View Schedule column and make those student talk changes.
Material can also be manually added here using the plus sign in the toolbar if not automatically imported with the Workbook import feature.
View / Update Populated Week Screen:
This screen provides the ability to view or update (change students, change a students school, talk type, study point etc.) for a scheduled week.
This gives the overseer the ability to make changes to the schedule talks. Of course the overseer will need to make sure the schedule remains logical when they add or delete talks.
 
Clicking on the Source Material button will display the source material for that week's schedule. This allows the overseer to reference the talk theme and material to assist in making sure the correct student is assigned to handle each part.

Clicking on the Suggested Student Replacements button will display a list of Suggestions for Alternate Students to assist the overseer to choose another student for a talk. This list includes the students who have not done the particular talk in the particular school and have not given any talk for the longest period of time. By displaying three alternate students for each assignment, this allows the school overseer to easily find the best replacement. Please see How To Import the Workbook for more information in the setup guide. If you have not already done so, Activate the OCLM software to enable the print button to print Schedules, Slips and Worksheets and Outlines.

oclm schedule
To automatically schedule a school week, update the following and then click the Auto Assign link:

  • The number of schools [List - select One, Two, Three schools]
  • Material Date [Calendar Date Selector - select date]
  • Special Event [Select from the list: Regular Week, C.O. Visit, Assembly, Convention, No School]
  • Schedule Created [Cannot Change Manually, will displayed as checked when the week has been automatically populated with students].
  • Populate Week [click Create when ready to automatically populate the week with students].
  • View Schedule [click View/Edit to View or Edit the Automatically populated scheduled week].
  • Select For Printing. Click if you would like to include the week's information for the printout. For Schedules, it will automatically select all the weeks for that workbook even if only one week in that month was checkmarked. When the Print button is pressed, this will create and open the document for editing. After checking and modifying the document as necessary, print from that program.
You will notice the same look and feel and functionality as the Main Student Info Tab, with the same familiar Toolbar and Grid. The functionality is consistent throughout the program.

Remember to click the save button when additions, edits, or deletions have been completed and before the Create button is clicked.

Also, Please note that the scheduling algorithm is greatly influenced by the last talk date given by a student. An insufficient randomization may have occurred when a schedule was created far in advance, such as at many months in the future, done by mistake or for testing of this program before using it for actual scheduling. If the future schedule was not removed with the intent of running the Create/Recreate schedule when the time approached, then this would affect scheduling for previous weeks. However, by keeping such advanced scheduling, this resulted in those students who were scheduled far in advance, not being included in recent schedules since their last talk date was far in the future. Thus, the scheduling algorithm chose other students to be scheduled until that time. Therefore, if many weeks had been pre-scheduled far in advance, with gaps in between, this left a small/smaller pool of students to be scheduled.

Please use the reset link for each week on the Generate Schedule tab, to clear students from created schedules. This allows for any accidentally created schedules to be cleared until they are rescheduled in the future.

How To Automatically Schedule a Week and Print:
  1. Step 1, modify the number of schools if necessary, such as if it's a special week or oral review and then Click the Create Link. This will populate the week with the appropriate students based on their profile. Repeat for every week you would like to create for the current schedule.
  2. Step 2, select the week to print placing by a checkmark in the Select For Printing checkbox.
  3. Step 3, select the type of information to print. The printing options are Schedule (for congregation information board), Schedule with Study Points and Material (for Overseer), Slips (JW.org S89 Template), Worksheets, Outline.
  4. Step 4. Click the print button. This will open the selected weeks information in your word editor. In the editor, you can further customize to suit your needs.

 

Printing:
From the Generate Schedule Screen, select the printing type (S-140 Schedule, S-89 slips, Worksheet, Chairman's Outline) from the print dropdown.
Checkmark the weeks to print (that have been created) located under the Select for Printing column.
Then click the Print (selected weeks) button. This will make a print document that is saved and then opened by your favorite Word editor program (or PDF for S89 slip editing if compatible). Clicking the Print button, a save box will appear.
 
After saving the document, it will open to make changes to the information (For Word document: Edit font size/style, bold, underline, margins, spacing and layout, add text etc).

Schedule Document:
Fills the S-140 Schedule Template for the Information Board. The template supports two schools.
 
s140
Slips with official JW.org S-89 PDF:
Print OCLM school assignment slips on the official S89 fillable PDF forms (English and Spanish editable two or four slips form).
Make any further adjustments / edits in your PDF document editor if necessary before print.
s89
Worksheet Outline Document:
Simple design to allow you to add your own comments, timing, and Benefit book comments for each student talk in Main and Auxiliary classroom.

If you have made changes to a students profile on the Students Info Tab, and would like to have your change reflected in an already created schedule, you can click the 'Assign' link again. It will ask you if you would like to ReCreate the week's schedule. Click Yes. Note: You may not see any change if you recreate a schedule, since there is logic in the algorithm that selects students based on last talk date.

Manually Modifying Schedule

After Creating the week's schedule, you can view the students assigned to the talks by clicking on the View/Edit link. If the schedule needs to be adjusted, you have full control to do so on the Schedule for Week (date) Tab. as shown in the screen cap below: (click the View/Edit link on the Generate/Print Tab to show):

oclm schedule
To modify the schedule is easy. For example, to change a student talk from a Brother to a Sister, select a sister from the Students Name drop down. This list is filtered, so only students able to give that talk according to their profile are displayed. (Note: The Create Schedule link will appropriately assign talks to students who can give the talk according to their profile).

Please note for Assistants, the study point #54 - None is assigned since assistants do not have study points assigned to them.

If you would like to assign a brother for a talk that currently has a sister, change the student by selecting a brother from the student Name drop down list. Then also change the assistant, since brothers talks usually are with brothers (or with a family member).

Hit the save button (image of a disk) after any and all modifications.

After creating a schedule, you may see the student assigned as Question Marks. This indicates there wasn't a suitable student for that talk.
If you are experiencing many students with a '??????' please read these possible reasons in the FAQ help.

Reschedule Week / Re-populate Week With Students
When clicking on the 'Assign' link for a week on the Generate/Print Tab - if the week is already scheduled, a popup box will ask, would you like to reschedule the week. By selecting 'Yes', this will delete everyone scheduled for that week and reschedule the students based on their last talk given date. Note: Only select 'Yes' to reschedule on weeks in the future, where the schedule/slips have not yet been released to the congregation to avoid confusion).

Reset link on Generate Schedules Tab
When clicking on the 'reset' link for a week on the Generate/Print/Edit Tab, a popup will ask if you would like to Reset the week. By selecting 'Yes', this will delete everyone schedule for that week. It will also remove the students history entry for that week.

View Source Material For Week
On the generate/print schedule tab, when the view/edit link has been clicked to view the students scheduled for a particular week, the source material for that week is viewable through the OCLM Source Material button.

After clicking on the Source Material button, the popup box displays the source material for quick reference to that week's schedule. This allows the school overseer to reference the talk theme and material when swapping students to make sure the correct student is assigned to handle each part.

View Suggestions for Alternate Students for the Scheduled Week
On the generate/print schedule tab, when the view/edit link has been clicked to view the students scheduled for a particular week, the suggested alternate students are visible for that week through the Suggested Student Replacements button.

After clicking on the Suggested Student Replacements button, the popup box displays a list of Suggestions for Alternate Students for a quick reference to assist you to choose another student for a talk. This list includes the students who have not done the particular talk, in the particular school and have not given any talk for the longest period of time. By displaying three alternate students for each assignment, this allows the L&M overseer/COBE to easily find the best replacement student if a talk needs another student to be chosen. (view screen cap below).

Student History
This button allows the overseer to view the last few talks of each of the students who are currently scheduled. Thus, instead of going out from the schedule edit screen by switching tabs to the student info tab and clicking student's history link, and then go back again, now the students history info is available at a click of a button directly on the edit schedule screen to allow for a quick view of the student’s history. Although the scheduling algorithm is very good at randomizing the talks, the L&M overseer / COBE still has deeper insight as to what talks would fit the student best. When the L&M overseer / COBE is deciding what student to substitute for that talk, one important factor is who can do that talk, and who is next scheduled to do that talk. So the overseer would use the Suggested Student Replacements button to assist them deciding. However, if the overseer is going to choose another person that is not in the suggested list, then the overseer need to know when that students last talk was and their last talk given. The Student History button will be very helpful when deciding who would be best for that talk.
The overseer can change out a student with another, by selecting their name from the list of names that can do that particular talk for that talk row. Immediately after, they can click on the student history button to see this new student’s history to make sure they haven’t just given a talk recently or the same type of talk.

Printing a School Schedule

To print a schedule, first, a schedule will need to be created (for each week) that will populate and assign students to talks. Please refer to the user guide to create a school schedule

Thus, after creating a schedule from the Generate/Print Schedule tab, clicking the Create links for each week needed for the printout, checkmark the weeks for printing, then click the print button. A popup box will appear asking you to save the Word edit file.

Note: Before printing the schedule, it may be necessary to modify/make changes/swap students to the schedule. To do this, click the View/Edit links for each week that will be on the schedule. You see students and the talks, for that school week. (note: assembly week will not have any students). For more information to Modify the OCLM schedule.

Congregation Info / Language / Font Tab
This tab allows you set the Congregation Name displayed on the Schedule Printouts. Also you can change the number of schools. This will modify the source material weeks to now automatically schedule for the specific number of schools. Note: Weeks that have already been scheduled, their number of schools will not be modified upon any change.
Multiple Languages:
OCLM currently supports English and Spanish. Choose from English or Spanish When a language is selected from the list, the program will change all column titles, buttons, messages, and printout titles throughout the program in the language selected.
 
Languages
Currently the OCLM software is available in English and Spanish. However, because of the flexibility of the program (manual entry) it can be used for almost any language. The English S-140 could always be modified for your langauge. (Note: S-89 fillable slips might not be available in your language or has a different format).

Many computers/browsers are already setup to display these language font characters. However, if your computer needs additional fonts to display these languages, please refer to your operating system documentation for instructions.
 
You now have the ability to switch between languages on the fly without needing to close the program. Change the Language on the Congregation Tab. The language you selected will cascade throughout the program. There is no need to close and restart the program. Now all created Schedules, Worksheets, Outlines, Slips will have the Titles and Dates/Times in the language selected.

Set the Congregation name, number of schools, print assistant slips, print review slips.
congregation settings
GUI Fonts / Slip Font:
To help display many different languages and the many different screen resolutions, OCLM has the ability for the user to choose a different font and choose some other font sizes as well as changing the direction of text from left to right and right to left. The new font choosen will change on the fly and change the form text, column titles and buttons.

You can hide/show columns depending on what you would like to schedule. If you are the L&M Overseer, you may only want to see only the student part columns. If you are the COBE you may want to see non-student part columns or all columns to schedule.

You can modify the following Congregation Information:
  • Congregation Name [enter your congregation name]
  • Number of Schools [List – One, Two, Three schools]
 
Set the the Meeting Day and Meeting Time and Time Format for use on the S-140 schedule.
Remember to hit the save button after editing to save your changes.

Restore/Backup Data Tab:

To backup your current data perform the following steps:
  1. On the 'Import/Backup Data' Tab, Click the [Backup Data] button and Enter the filename and location in the Save File box. Enter in a filename and location where you will remember the backup will be stored.
    Data backups are your responsibility. Please backup often.
    Note: It’s highly recommended to save the backup to an external device, such as a removable USB drive incase of hard drive crash.
To restore from Backup:
  1. On the 'Import/Backup Data' Tab, Click the [Restore from Backup] button and Enter the Filename and Location of the backup file.
    Note: Backup your current data BEFORE restoring data from backup file. Click on the Backup data button first and read the steps to backup your current OCLM data.

Location of your OCLM database
You may need to need to know the location of your database location for advance users who wish to do backups on their own without using the Backup Data button or in other situations. Sometimes the database location path is very long, so to capture the full database path, place your mouse cursor at the very left most area and hold the mouse down and slide right. The box will automatically scroll right if necessary.

The location of the database is in a location that Windows has predetermined. It is located on the Users directory for security reasons. This location allows Non administrators to use the database and OCLM program without needing Administrator permissions (in most cases).

Also note the Version Number in the top right corner. This version will help you determine if you have the most current version, and what new updates have been created by viewing the Software updates page.

Hide School Schedule Weeks
Buttons have been added to the Activation tab to hide from view the schedule weeks that have already past. The From and To date dropdowns, Hide, Show, and Show All buttons are available. The data is not deleted, so it can be retrieved and displayed again with the show button.

User Guide Summary
If you would like further details on any of the above sections or any new features in the OCLM Software Program please email:



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