Owner: Erin Drew and Lisa Countiss

Project Manager: Mike

• YP clicks "How to apply for a youth trip": http://www.adventures.org/a/youth/youth_groups.asp
• After choosing a prospective trip, the YP then calls AIM

  (To do: Add an email inquiry form here for off hours)

• Lisa makes an entry into the
  Tracking Chart on first contact, then assigns the YP to a specific Rep based on business logic (location, trip location, etc) - In future, this assignment should auto-generate an email to the Rep to alert them of their new assignment. Also in the future, need to put the Tracking Chart online and be able to track delays in follow-ups, etc.
• The Rep makes initial contact and performs the
  New/Returning Assessment and
  Spiritual Maturity Assessment over the phone

   

  (To do: The New/Returning Assessment and Spiritual Maturity Assessment will be completed online, but by the Rep who prefers to do this on the admin side as they like to ask leading questions)

• The Rep sends out the
  Group Application Form (New/Returning) link for the YP to complete, and the
  Financial Policies Agreement to sign and return. The YP is automatically accepted pending the payment of thier 
  Group Deposit

  (To do: Create a button to send out the Grp App with a unique ID to tie it automatically to the church record. Also, an auto-response email that Group App was received, store the Grp App in the DB and send an email to Lisa / Rep.)

• YP now has access to the hyperlink (credit card) or print form (mail in) to pay the
  Group Deposit.

   

• Once the Group Dept is received, the YP then has access to the forms to complete the following:
  • Review the
    Youth/Adult Participant Instruction
  • Review the
    M101 materials (Currently in book format - in future, provide printable PDF)
  • Complete the
    Point of Contact
    form (Future: To be completed online)
  • Print and Distribute the
    Youth/Adult Participant Application for individuals to complete (Future: To be completed online)
  • Print and Distribute the
    Parental Permission/Liability form (Signed & notarized copy required for all participants)
  • Print and Distribute the
    Medical Release form (Signed copy required for all participants)
• If YP decides to Add/Drop slots, he/she completes the
  Add/Drop/Replacement form
  
  (In the future, the Add/Drop form will be completed online, defaulting to the number of slots the YP has been approved for (Ex: 20 slots = 20 rows to complete).If YP wants to add slots, Lisa / Erin / Rep approves the slots and enables the "Additional Deposit Required" link with the appropriate amount. Once this additional dept is received, Lisa / Erin increases the number of slots in the admin section that prints additional slots on the screen. If YP wishes to drop slots, he/she contacts AIM with the request, and then Lisa / Erin checks a box and updates the slot allocation number to allow the deletion of rows until the remaining number of rows that match the slot allocation number is reached)
• YP completes the
  AIM Mission Trip Check List which tracks their number of slots, name of each participant, paperwork completed for each and the T-shirt sizes.

  (In the future, this check list will be online with color-coded complete/incomplete boxes and specific instructions for each. We will also generate a T-shirt order form and Journal/Spanish dictionary order form from the check list)