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PTA Member Portal (PMP) Overview

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Automate PTA registration, renewal, payments for improved efficiency

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PTA Member Portal (PMP) Overview

  1. 1. PTA Member Portal (PMP) Murali Vasudevan IT Architect - “Democratizing technology” Passionate Community Worker, Volunteer Elixir Addons by Elixir Systems, Inc 562-480-4473
  2. 2. WHY? HOW? WHAT? WHO? WHEN?
  3. 3. WHY PMP? • Easy to use online program • Manage membership • Stay connected with the members • Easy to Manage funds • Payment Manager, Reports • Organize events • Fund raisers, scholarships, email campaigns • Get ready for Audits • Stay Compliant • Reporting • Meet Organizational requirements
  4. 4. Paper Forms • Need to fill the paper form every year! • No tracking of membership over years • Paper forms need to be consolidated into excel • Different people collect them • Gets dropped at different locations • Typos in names, email make difficult to contact
  5. 5. PMP Solution - Registration • Registration using online forms • Filled by the members – less error prone! • No need for manual entry by board member • No papers to lose!
  6. 6. PMP Solution - Renewal • Renewal emails sent to the members • Remind about membership payment (every year) • No need to re-enter the info • Just verify and make changes (if any) • How cool is that?
  7. 7. Cash, Check Payments • Manual Deposits • Trip to the Bank (once a month?) • Potential missing check/cash?
  8. 8. PMP Solution • Online Payments using Pay pal and Credit cards • No trips to the bank • No checks/cash to deposit • Online transactions with immediate receipt emailed/print • Cash/Check payments can be entered for reporting
  9. 9. Common Issues • Lack of accurate, complete Member List • Inability to calculate Member count • Membership fee is $10 • If a family of four pays $90 how much is the fee, number of members, donation, amount owe to the council PTA? • If a family of four pays $20 how much is the fee, number of members, donation, amount owe to the council PTA? • Inability to calculate amount owed • $5.25 per member • Inaccurate payment to the council PTA Member Portal (PMP) does the calculations for you! User Manager will help keep accurate member info
  10. 10. Membership Cards • Membership cards are not issued • Don’t know verification codes • Don’t Plan/Get/Use Back to school kit • Has paper membership cards • Do not acknowledge payments • Don’t send receipts or a Thank you note
  11. 11. PMP Solution • Members can print eCards • Instant gratification • No more guessing by member! • Opportunity to partner with local business • Show eCard and Save! • More discounts for members • More membership • More sponsorship of school events!
  12. 12. Personal Information • Member info is not secured • Available in hard/soft copy with many people • PMP has Activity Log – Monitoring, Security • All info secured, different level of access
  13. 13. Too much Paper… • Members complain about lack of timely information • From PTA/School • Too much colorful Flyers • Too much junk • Save the Planet • Go Green!
  14. 14. Common Issues – Continued… • Do not have email addresses of members • Do not plan email campaigns • Annual renewal notifications • Payment reminders • Other events notification • Newsletters • Go Paperless • Associated savings • Environmental awareness • Run surveys • Get feedback from members • Suggestions to improve, new ideas. • PMP helps run email campaigns for the above!
  15. 15. Volunteer Signup • Volunteer Management (Broken/Missing) • Plan events calendar during summer • List events and provide sign-up opportunity • At the beginning of academic year • Track volunteers signed up for various events. • Contact them before the event • Help them prepare • Delegate responsibilities • Thank/recognize volunteers after the event • PMP has Volunteer Manager to do the above!
  16. 16. Payment Management • Too many people (board members) collect the payments • Deposit cash and check into bank account • Too much manual effort • Hard to keep track of • Payments get lost, eventually go unaccounted • Dissatisfied members • Losing credibility • Differentiate membership payments from donations • Split payments into fee Vs donations • Reporting rules • PMP has Payment Manager for the above! • Reconciliation with Paypal • Various reports
  17. 17. Common Issues – Continued… • Scholarship Management • Qualification, Application, Judging • Struggle with fund raisers • Keep track of payments, payees and acknowledging them? • How much opportunity you lose due to the above? PMP is your ANSWER!
  18. 18. Why Elixir Addons? • Technical expertise • Built portal for unit presidents • Disciplined workforce • Quality conscious • Never compromise Quality to save $ • We work with you, Listen to you and Talk to you • Understand your needs and act upon them! • Past Board member WHS PTSA • VP-Technology CHS PTSA • VP-Technology ABC Council PTA • We are one of YOU! • Technology to improve Life! • We make playing field even!
  19. 19. How much will it cost? • Various packages • Setup cost $250 • includes importing member list, payments • Includes half a day training for members and admins • Starting with $250 per year • Customizations extra • Dedicated domain extra • Additional training • Operations tasks can be delegated for extra • Plan for $500- $700 for the first year
  20. 20. Other services - Extras • PTA web site and integration with PMP • Facebook Group setup and management • Twitter account setup and integration • Integration with Council web site • Fast turn around for additional features (for $) • Scholarship manager was built for WHS PTSA in 8 weeks! • RSVP feature was built in 4 weeks! • eCard feature was built in 3 weeks!
  21. 21. Think about this…. • What is the annual income of your PTA? • How much of it is from Membership and donations? • How much of it is from sponsorships? • What would be the result with 50-100% increase in membership? • Additional Income • 40-80% of total income? • More members • More involvement from Parents • More Activities -> More income!
  22. 22. What is your point? • Saying in IT • Good news • We have the tool – PMP! • Commitment • Need committed board members to learn and use it • Everyone does their part • 1-2 hrs a week • Some seasonal variations
  23. 23. Feature Summary • Online registration • Online renewal • Online Payment • Membership card (eCard) printing • Tax receipts printing • Accounting Features • Email Campaign Manager • Scholarship Manager • Volunteer Manager • User Manager
  24. 24. Recommendations • Plan early – START NOW! • Be Ready for the most important days • 80-90% of the membership registration and renewals occur during the Schedule Pickup days! • During the Summer • Get events calendar ready • Update website • Order Back to School Kit • Review it and use it! • JUST DO IT!
  25. 25. Recommendations - Continued • Identify Volunteers • Minimum one for every schedule pickup day • Total six sessions • Grades 7 - Registration • Grades 8-12 - Renewal • Train - Online registration/renewal • 1-2 sessions (1-2 Hrs each) • Be Ready for schedule pickup days • Paper forms are last option
  26. 26. Social Media Rules…. • Facebook Group • Join our FB Group NOW! • https://www.facebook.com/groups/whptsa/ • Twitter Account • Follow us @WHS_PTSA • https://twitter.com/WHS_PTSA • Less activity updates on website • More on Social Media • Don’t be left behind! Take the Plunge!!
  27. 27. PMP Timeline • Started 2013 January • Worked with WHS PTSA Board • Launched in 2013 August for WHS PTSA (V1.0) • Enhancements during 2014 (V2.0) • Scholarship Manager • Volunteer Manager • Membership rules, Council Payment Report • No more supported • Enhancements during 2015 (V3.0) • Shared service model to support more PTAs • Significant additional features • New version released in Sept 2015 • Cerritos Elementary has been using it • Set to launch for CHS PTSA • Invested 1500+ hrs of Programming • Design, Programming and Testing • $75K conservative estimate
  28. 28. Thank You!

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