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Chapter & National Databases - Do or Don't They Interface

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Cool examples and a few points from ASAE 08 session

Cool examples and a few points from ASAE 08 session


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  • 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
  • 18.  
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  • 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