DATA BASE MANAGEMENT

Data management software allows for the storage, manipulation, and retrieval of data. A very important step you should take before you begin to set up a data base is to determine what data you wish to store and how you want to use it. The data management program will prompt you how to define data fields, set up display screens, and enter your data records. The system saves the records on a disk or tape. Once you have a file entered and stored, you can organize and retrieve information by searching the records for specific data. For example, if you want a list of chapel volunteers who joined before January of a given year, you could tell the system to search the file and print selected fields. You can identify the various fields by categories such as name, Mr. or Mrs., rank or rate, SSN, and date joined and you can specify where (what print position) to print them. At the same time, you can specify in what order you want the report printed. For example, you may want some of your reports to be printed in alphabetical order by last name. The software also provides routines to allow you to add, delete, and change records easily.

DISK OPERATING SYSTEM

Every computer task requires that you put facts into the computer, process the facts in a detailed way, and produce an output. Your computer does this work with a complex system of components. The disk operating system (DOS) tells the computer what to do. It is a program used to manage, assist, or direct all other programs that run on a computer system. The DOS organizes the computer's duties and manages the storage of programs and other information. The DOS tells the computer how to interpret instructions and data, how to earmark its hardware resources to perform a job, and how to control surrounding tools such as a printer or a video screen. Most important, the DOS provides a way for you and the computer to interact directly, organizing such activities as the movement and storage of programs and data files.

Input devices such as a keyboard or a "mouse" will allow you to feed information and programs into the

computer. Temporary memory (called RAM for random-access memory) holds information and programs during processing. Output devices such as display screens and printers display the consequences of the processing. External storage devices, such as disks or tapes, provide long-term electronic filing for programs and data. These devices combine input and output functions. The computer can copy information from a disk into temporary memory for processing and

copy the results of processing back onto the disk or tape. Scanners and modems can also be helpful in providing data input.

A few fundamental programs are permanently stored in the computer's read-only memory (ROM). When the computer is turned on (booted), the built-in

programs give the central processing unit (CPU) its initial instructions. These instructions tell the CPU how to find the operating system hardware and establish a set of user commands and computer responses that allow the user to control the computer.

The center of the computer's system of hardware is the CPU that coordinates the movement of information and does the actual computing. By design, the CPU recognizes an instruction set-electronic codes that tell it to perform specific functions. All programs are made up of a variety of sequences of these codes. When a program is run, the CPU executes one instruction at a time at very high speed.

You should understand the full range of the computer capabilities to support the administration of the office of the chaplain. Through the use of these capabilities, complete and extensive religious program planning is possible. Make efficient and economic use of all resources available. Computers can help you manage your environment to assure meeting your program objectives.

COMMUNICATIONS

As we mentioned in the beginning of this manual, the RP must understand the chaplain's purposes, have a strategy for reaching the CRP's goals, and should progress toward these purposes and goals in a measurable way. Moreover, you have the responsibility of creating an environment that provides easy and natural paths for communications within the office and

from the office to others outside it.

Understanding and facilitating the chain of command is of primary importance. Keeping lines of communication open within the chaplain's office and to those seeking to communicate from outside the office is

of equal importance. Often, problems that are brought to the chaplain result partly from failure to communicate or a partial breakdown of the chain of command. Be aware of obstacles to free communication and act where you can to do your part in avoiding these obstacles in your office setting.

Within the Navy, communication takes several forms such as oral or written communication, meetings, and telecommunication messages. In the following sections, let's take a look at some of these forms.

ORAL

When speed is important or when several people must get the same message, oral communication may be the most efficient avenue. Passing on a clear idea and listening carefully are important factors in successful oral communication. Listening is critical in passing or receiving information. If you feel that the message is not understood repeat it, or ask the sender to repeat it, word for word.

When receiving oral communication by phone and the message is intended for someone else, write it down using a Memorandum of Call, Standard Form 63, such as the one shown in figure 6-4. This form clearly identifies all the essential information you will need to pass from the caller to the intended recipient.

Figure 6-4.-Memorandum of call.

WRITTEN

When you or the chaplain want to avoid mistakes, to keep an essential record, or to confirm an agreement, decision, or reminder, you should use a form of written communication. In all written communications, the most critical factor is to make sure both the words and style of the message fit the language level and ability of the person to whom it is addressed. This is particularly true in naval writing which demands organized, active, and natural writing.

The Department of the Navy Correspondence Manual, SECNAVINST 5216.5C, is your guide for quality and style in writing, correspondence formats, and paper work management. Use SECNAVINST 5216.5C as your official guide to format standard letters, multiple-address letters, endorsements, memorandums, business letters, addresses on envelopes, personnel matters, and correspondence management. In addition, SECNAVINST 5216.5C clearly identifies the military and civilian models of address as well as stock numbers for forms and envelopes you will use in your daily administrative activities.

MEETINGS

The chaplain may require you to set up meetings. The meeting of interested persons is a common medium for communications. The RP must see that each person attending knows the reason and the agenda. Is the attendee supposed to listen only or to listen and participate? Good practice calls for meetings to be defined, to start on time, to adhere to a planned schedule, to include only those who need to attend, and to have relevant minutes distributed to those to whom they will be of importance.