DIMS is a bright idea

Created to enhance administrative efficiency and communication, the custom designed Diocesan Information Management System was launched at the Clergy Conference in August and was an immediate hit. Not only were clergy impressed by its user-friendly configuration and wealth of useful information, they were delighted with their part in the system.

"The clergy really feel like partners in this under- taking," says Bishop Claude Miller. "They are pleased with the improved administrative efficiencies the system offers and they are very pleased with the trust and confidence we have placed in them by making them vital members of the team."

The amount of parish, deanery, archdeaconry and diocesan data that needs to be shared is staggering -- annual parish statistical returns, synod reports, parish leadership and organizational membership information, records of baptisms, marriages and deaths are just the tip of the iceberg The process can be burdensome and tedious. DIMS is an efficient, secure, electronic solution.

Over the past several months diocesan staff created the DIMS database by entering the most recent statistics and information. Clergy at the conference were able to log on to the secure system and find everything from the names, addresses, telephone numbers and e-mail addresses of their wardens to the number of communicants last Easter.

From now on, instead of filling out endless forms to notify the diocese of changes to this and other information following each annual meeting, necessary updates can be made quickly and easily in DIMS.

"It may take a bit of getting used to," says Bishop Miller. "I'm sure in some cases we may end up with two ACW presidents in a parish because a new one was simply added rather than replacing the old one, but that kind of glitch is easily handled. We will monitor it at the diocesan level to ensure the integrity of the information in the system."

As useful and convenient as it is at the parish level, DIMS will profoundly effect efficiency at the diocesan level. Up-to-date figures will always be available for budget preparation, registration of synod delegates will be a breeze, and communication will be swift and efficient.

"When we plan an event for layreaders, we will be able to pull a complete list of layreaders from throughout the diocese from the list," says Bishop Miller. "If we want to correspond with them by e-mail, DIMS can handle it. If we want to send them something by Canada Post, DIMS will print labels for the envelopes."

Youth ministry is a priority in the diocese, and next year the bishop intends to host a rally for the recently confirmed in the diocese. DIMS will play an important role in making sure everyone gets an invitation.

Archdeacon Geoffrey Hall, the bishop's executive assistant, worked directly with software developers TAS Solutions in Saint John to create DIMS. It took more than a year to develop the concept and a prototype. The launch in August was DIMS Release 1.0. Like most software, it will probably continue to evolve as more effective ways to use the system are discovered and more concrete functions are developed.

Because DIMS was developed especially for an Anglican church administration, future DIMS releases could well be customized and sold to other Anglican jurisdictions throughout the country or even the Communion.

Diocesan Communications
13 September 2005