Chapter & National Databases - Do or Don't They Interface
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The document discusses challenges and solutions related to databases for societies/chapters and their national organizations. It describes the evolution of CFA Institute's Society Data Center to a new Society Portal that will integrate more data and provide societies more flexibility. It also discusses the development of custom databases for PPAI regional affiliates and chapters that interface with their national systems. Considerations for chapters maintaining their own standalone databases are presented as well.
![Contact information: Charles W. L. (“Chip”) Deale, CAE Head – Society Relations, CFA Institute Phone: 434-951-5342 E-mail: [email_address] Website: www.cfainstitute.org Connecting Great Ideas and Great People](https://image.slidesharecdn.com/chapterdatabasessession-aug08-090827143201-phpapp01/85/Chapter-National-Databases-Do-or-Don-t-They-Interface-14-320.jpg)
![Contact information: Kimberly Fischer, CAE Association Management Consultant Phone: 214-263-4824 E-mail: [email_address] Connecting Great Ideas and Great People](https://image.slidesharecdn.com/chapterdatabasessession-aug08-090827143201-phpapp01/85/Chapter-National-Databases-Do-or-Don-t-They-Interface-25-320.jpg)
Chapter & National Databases - Do or Don't They Interface
- 1. Chapter & National Databases: Do They or Don’t They Interface? Annual Meeting & Exposition Connecting Great Ideas and Great People
- 2. CFA Institute Background The global association of investment professionals Administers the Chartered Financial Analyst® (CFA®) examination program $250+ million budget; 300+ staff 96,000+ members in 134 countries 177,000+ enrollments in CFA Program 136 Member Societies in 57 countries
- 3. Focus of My Remarks “ Show ‘n Tell”! Society Data Center (“SDC”) attributes Evolution to new Society Portal Data challenges we face; possible solutions Privacy issues & the Society Services Agreement
- 4. Society Data Center: In Process of an Upgrade Current SDC: society data only The future SDC: more than just society data
- 5. Current Society Data Center Provides wide range of reports on members and local CFA Program candidates
- 6. Society Data Center – Current Functionality Member Application Processing Member & Candidate Data Standard & Custom (On-Demand) Reports Help Pages & Tutorials Plus, extensive training via conference calls & hands-on demos at leadership meetings
- 7. The New Society Portal More than just a data center, the new Society Portal offers: Searchable society member directory Society data on members, candidates and prospects Event registration tool Task reminders (Activities)
- 8. Challenges & Solutions Challenge: Members don’t update their contact information Solution: Beginning with new on-line dues billing process, members will be required to complete their demographic profile during dues payment process Challenge: Members are annoyed by having to inform both societies & CFA Institute of contact changes Solution: Societies will have the ability to directly update this information in the Society Portal (Siebel software system)
- 9. Challenges & Solutions (continued) Challenge: Some societies keep rudimentary databases themselves; difficult to maintain Solution: Upgrade of the SDC to the new Society Portal should reduce need for separate databases Challenge: CFA Institute doesn’t provide sufficient flexibility in its database to cater to many societies’ needs Solution: Societies will be provided with access to central database with the new Society Portal
- 10. Challenges & Solutions (continued) Challenge: Text or graphics in email messages result in blacklisting by ISPs Solution: CFA Institute uses a service to test the SPAM impact of our broadcast emails & warn of any content problems. That service might be made available to societies also. Challenge: There’s a lack of standardization since larger societies operate their own CRM’s Solution: We can provide data feeds to these societies; plus they’ll be able to extract data from the Siebel system to populate their own CRM’s
- 11. The SDC & Data Security Member Society Services Agreement Receipt of signed annual agreement from each society required in order to access the SDC One society leader is required, but all society leaders are bound by agreement. Each society leader with access to the SDC required to sign an acknowledgement; encourages familiarity with security policies.
- 12. Services Agreement - Highlights Authorized individuals must not share access to the SDC or Data Files with any 3rd party or individual not described in agreement. For messages that primarily promote CFA candidate prep courses and products (whether offered directly by the Member Society or through third parties), Member Society must select the data file that excludes candidates who do not wish to receive prep course messages.
- 13. Services Agreement – Highlights (continued) Societies must not license, rent, sell, transmit, disclose, or deliver the Data Files to any other person, party, firm or corporation including other societies, CFA prep course providers, members or candidates. Societies may use the list to transmit messages on behalf of or for the benefit of 3rd parties, but lists must not be transmitted directly to these groups. To maintain the security of the information, Data Files must not be e-mailed.
- 14. Contact information: Charles W. L. (“Chip”) Deale, CAE Head – Society Relations, CFA Institute Phone: 434-951-5342 E-mail: [email_address] Website: www.cfainstitute.org Connecting Great Ideas and Great People
- 15. PPAI Background Built custom designed database that interfaces with iMIS (PPAI’s membership database) and Cvent (regional affiliate’s registration software). Planning, development and implementation took sixteen months. Access granted to 28 independent, regional affiliate organizations Database contains approximately 30,000 records
- 16. Phases of Development/Rollout 16 Months Out : Requirements Gathering; Scope of Work Outlined; Graphic Skin Designed 14 Months Out : Design Phase – create functional and technical specifications 11 Months Out : Development Phase – build system 8 Months Out : System Testing; Internal Testing 4 Months Out : Clean Regional Data; User Acceptance Testing; Create User Guide & Tutorials 2 Months Out : Regional Executive Director Live Training Session; Build Cvent API 1 Month Out : Go Live Phase; Data Transfers; Signed Terms of Use Deployment!! – Continue Data Transfers 2-3 Months Post : Full time tech support available to Regional Affiliates
- 17. Benefits For PPAI More robust & accurate data in PPAI database Consistent record keeping for members and prospective members – one stop shopping for address changes, etc. Operational efficiencies for international office Lead sharing 24/7 Industry Leader Role For Regional Affiliate More robust data to access Members contact information can be changed once and it’s shared by all Operational efficiencies for regional offices Comprehensive activity tracking Lead sharing 24/7
- 24. Critical Lessons Learned Co-creation with stakeholders is important; clearly define stakeholders’ values Hit your deadlines; be staffed appropriately A must have -- clean data Security is important; until it becomes a barrier Keep the legalese to a minimum. Key to success – track member activities/engagement Rollout in stages Training, training, training!
- 25. Contact information: Kimberly Fischer, CAE Association Management Consultant Phone: 214-263-4824 E-mail: [email_address] Connecting Great Ideas and Great People
- 26. Mariner Background AMC serves 6 professional and trade groups … chapters of or affiliated with a national organization Budgets range $200k - $400k Member Size range 300 - 600 Complete mix: contingent vs. separate membership; dues collected locally vs. national bill; chartered vs. “arms length” relationship
- 27. Focus of My Remarks “ Show ‘n Tell”! The stand-alone option A Look at one Chapter Database Sharing “protocols” Data challenges we face; possible solutions A few thoughts to consider
- 28. Plan B: Stand-alone Option Local System Microsoft Access Web-based System (MemberClicks, Star Chapter) Data Collected Member demo info Membership info (e.g. type, expiration) Local event registration Local committee/volunteer service Dues payments (were appropriate/possible) Local purchases (e.g. tickets, sponsorships, products) Notes
- 29. Chapter Database – A Stand-alone, local option Built in MS Access; Full reporting capability Tracks behavioral data Collects info from Natl Text field for comments
- 30. Online Registration Available Built in Microsoft Access
- 31. Sharing Protocols Select Key Identifier Field (Mbr ID) Match Fields & Tables where possible Set up regular schedule Use flexible, consistent format (e.g. CVS) On-line Membership Database with admin fields
- 32. Challenges & Solutions Challenge: Chapters need 24/7 access Solution: Online membership directory with admn access to augment monthly updates Challenge: Matching data Solution: Key Identifier, matching fields & tables Challenge: Lag time Solution: Online membership directory
- 33. Components As A Data Source A Few Points to Consider Know the expertise level at the chapter level Conduct a data survey … ask chapters what data used most and how they use it. Tailor reports accordingly. Involve chapters in defining the data-sharing solution. For stand-alone solutions, choose off-the-shelf like Microsoft Access; help easily available. Web-based systems can flexibility and data sharing, e.g., MemberClicks (www.memberclicks.com), StarChapter (http://starchapter.com).
- 34. Contact information: Peggy Hoffman President, Mariner Management & Marketing Phone: 301-725-2508 E-mail: phoffman@marinermanagement.com Connecting Great Ideas and Great People