OESA membership database web plan


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Membership database and website development plan

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  • CITRIX connection was tested by Michigan Computer for proper configuration. iMIS was tested through the connection to test application response time. Michigan Computer reported that the response time was acceptable according to their test methods. The CITRIX connection has also been tested from other remote offices as well as remote testing in NC. Connection speeds appear normal across those connections that are smaller than T-1 (Cable Modem, DSL). Other possible areas that the process can slow down are: The amount of processing memory (RAM) on the PCs was low. The PCs have been upgraded to acceptable levels. The amount of bandwidth OESA is accessing via Eisbrenner’s T1. Depending on the size of OESA’s partition on Eisbrenner’s network, the amount of bandwidth required for all online activity may not be sufficient. OESA should investigate in conjunction with Michigan Computer, possible internet access options (Business Class RoadRunner, DSL or Fractional T1) that better meet their bandwidth requirements. OESA has also expressed an interest in hosting iMIS and web site in Troy. This option would require OESA to purchase new licenses as well as all necessary hardware as well as staffing to manage the database administration tasks. Hardware and software expenses are approx. $25,000. DBA salary range ($30,000-60,000 plus benefits). MEMA has purchased additional licenses so that 5 concurrent users can access the system at any time. If user demand requires additional licensing, MEMA is prepared to increase the number if necessary. Could not automatically e-mail by clicking on linked e-mail address in iMIS. MEMA installed Outlook on CITRIX server that staff can access their e-mail account during CITRIX session.
  • ASI (Advanced Solutions International) did an online demo for OESA staff prior to conversion of iMIS 10. MEMA was in the process of evaluating iMIS 10, but due to resources constraints postponed upgrade until 2004. MEMA will upgrade to iMIS 10 and train OESA staff prior to launch date.
  • OESA staff would be more inclined to use the system if it’s integrated with MSG Accounting Dept. One of the delays was the ability to track multiple A/R codes in iMIS. MEMA has successfully created a tool that allows the Accounting Department to track A/R entries within iMIS for accurate Dues Billing, Meeting Registration and other financial transactions with members and non members. MSG Accounting Staff is dedicated to creating a secure online credit card processing system for electronic commerce on OESA’s web site. In conjunction with MISG Web Services team, the OESA site will be integrated with iMIS for complete end-to-end financial transaction data.
  • The MEMA web site plan explains in detail how the OESA’s web site will benefit from the iMIS e-Series tools as well as the content management system for each market segment to manage their online communications. The systems are designed to allow staff to update web site content using online administrative tools for posting, modifying or deleting web site content.
  • Due to connectivity and staffing changes the iMIS database is not 100% for OESA members, guests and other individual and company records. There are two options to get OESA data updated if new site is to launch by early Q2 2004: Run comparison reports from iMIS and ACCESS and identify updates to make in iMIS. Requires OESA staff to perform updates. MISG can assist with reporting out of iMIS and tech support to compare and determine best methods. Perform second conversion on records that were updated in ACCESS since conversion date. This conversion would involve ITI (MEMA’s iMIS reseller) to perform necessary conversion tasks to ensure accuracy. Estimated cost: $3,000.
  • This diagram demonstrates how the different components work together to give an end-to-end solution. One of the most important factors to make this model succeed is that the staff use the system to its fullest in order to add value to the member’s experience.
  • The design meeting in Troy would document all the business rules for processing member data, billing, and all interactions to be managed in iMIS. This will determine final deployment schedule for launch date, training and any additional activities.
  • OESA membership database web plan

    1. 1. December 2003 OESA Membership Database and Web Site Plan
    2. 2. OESA iMIS Concerns <ul><li>Remote access/CITRIX </li></ul><ul><li>iMIS 10 deployment </li></ul><ul><li>Real time accounting data </li></ul><ul><li>Web Site Integration </li></ul><ul><li>iMIS data is not accurate </li></ul>
    3. 3. Connectivity <ul><li>CITRIX connection speed </li></ul><ul><li>Remote hosting </li></ul><ul><li>PC memory upgrades </li></ul><ul><li>Internet access </li></ul><ul><li>Licenses </li></ul><ul><li>E-mail Integration </li></ul>
    4. 4. iMIS 10 <ul><li>Original demo was iMIS 10 </li></ul><ul><li>MEMA planned migration in 2004 </li></ul><ul><li>Easier to use and more adaptable, customize at desktop </li></ul><ul><li>Comprehensive business and e-business solution: </li></ul><ul><ul><li>customer relationship management </li></ul></ul><ul><ul><li>commerce </li></ul></ul><ul><ul><li>community development </li></ul></ul><ul><ul><li>business intelligence </li></ul></ul>
    5. 5. Accounting Integration <ul><li>Financial data adds value </li></ul><ul><li>Accurate tracking of account codes </li></ul><ul><li>Online credit card processing </li></ul><ul><li>Processes: </li></ul><ul><ul><li>Dues billing </li></ul></ul><ul><ul><li>Meeting registration and event management </li></ul></ul><ul><ul><li>Publication and research fulfillment </li></ul></ul><ul><ul><li>Advertising </li></ul></ul>
    6. 6. Web Site Integration <ul><li>Hosting </li></ul><ul><li>iMIS e-Series </li></ul><ul><li>Other content management tools </li></ul>
    7. 7. Data Accuracy <ul><li>ACCESS data was converted in July </li></ul><ul><li>Not all activities present in current data </li></ul><ul><li>Update using comparison reports </li></ul><ul><li>Perform second conversion for records updated since conversion </li></ul>
    8. 8. Functional Overview
    9. 9. <ul><li>Q1 2004 </li></ul><ul><ul><li>Design and process development meeting in Troy </li></ul></ul><ul><ul><li>Documentation and business rule definition for accounting integration </li></ul></ul><ul><ul><li>Creation of merchant account and purchase digital certificate for e-commerce applications </li></ul></ul><ul><ul><li>A/R modification development and testing for business processes </li></ul></ul><ul><ul><li>Begin development of content management system, events listing and publication catalog </li></ul></ul><ul><ul><li>Create new webs site layout and design </li></ul></ul><ul><ul><li>Migrate static page content to new layout, build interactive pages </li></ul></ul><ul><ul><li>Begin integration of iMIS e-Series tools to fuse online transactions with accounting </li></ul></ul><ul><ul><li>Develop training for online management tools </li></ul></ul><ul><li>Q2 2004 </li></ul><ul><ul><li>Test new dynamically driven systems to ensure accuracy and reliability. </li></ul></ul><ul><ul><li>Launch OESA web site </li></ul></ul><ul><ul><li>Begin online meeting registration and credit card transactions for members </li></ul></ul><ul><ul><li>Launch online catalogs and publication ordering systems </li></ul></ul><ul><ul><li>Conduct training for online administrative tools </li></ul></ul>2004 Schedule Highlights
    10. 10. 2004 Schedule Highlights <ul><li>Q3 2004 </li></ul><ul><ul><li>Review meeting in Troy to discuss first phase of deployment, realign plan and schedule </li></ul></ul><ul><ul><li>Begin development of online communities for councils and committees </li></ul></ul><ul><li>Q4 2004 </li></ul><ul><ul><li>Review plan objectives for modifications </li></ul></ul><ul><ul><li>Additional training as necessary </li></ul></ul><ul><ul><li>Develop CY2005 Plan </li></ul></ul>
    11. 11. <ul><li>Meeting and exceeding member expectations </li></ul><ul><li>Industry Trends & Competitive Analysis </li></ul><ul><li>Key Business Process Development </li></ul><ul><li>Significant improvements in service standards, timely resolution and operation efficiency </li></ul><ul><li>Create a system that allows for market segments to exceed in their business goals: </li></ul><ul><ul><li>Prospecting: member acquisition </li></ul></ul><ul><ul><li>Retention: service & support </li></ul></ul><ul><ul><li>Extension: cultivating long-term and profitable member relationships </li></ul></ul>Member Relationship Management Goals & Objectives
    12. 12. Business Rules Analysis <ul><li>Business Rules to help govern and manage interactions and transactions between groups, departments and divisions </li></ul><ul><li>Need to create standard business rules for all associations: </li></ul><ul><ul><li>Billing </li></ul></ul><ul><ul><ul><li>New members, existing members, reporting </li></ul></ul></ul><ul><ul><li>Meetings </li></ul></ul><ul><ul><ul><li>Planning and setup, registration, follow-up </li></ul></ul></ul><ul><ul><li>Membership Maintenance </li></ul></ul><ul><ul><ul><li>Entering contact information, changing contact information </li></ul></ul></ul>